You are on page 1of 100

MANUAL

DOE M 552.1-1A

Approved: 2-17-06

U.S. DEPARTMENT OF ENERGY


TRAVEL MANUAL

U.S. DEPARTMENT OF ENERGY


Washington, D.C.

AVAILABLE ONLINE AT: INITIATED BY:


http://www.directives.doe.gov Office of the Chief Financial Officer
DOE M 552.1-1A i
2-17-06

U.S. DEPARTMENT OF ENERGY


TRAVEL MANUAL

1. PURPOSE. The purpose of this Manual is to supplement information contained in the


Federal Travel Regulation (FTR) by providing further clarification and establishing
Department of Energy (DOE) policy on matters that the FTR left to Agency discretion.

2. CANCELLATIONS. DOE M 552.1-1, U.S. Department of Energy Travel Manual, dated


9-04-02. Cancellation of a Manual does not, by itself, modify or otherwise affect any
contractual obligation to comply with the Manual.

3. APPLICABILITY.

a. DOE Elements. Except for the exclusions in paragraph 3c, this Manual applies to
all DOE elements listed in Attachment 1. This Manual automatically applies to
DOE elements created after it is issued.

The Administrator of the National Nuclear Security Administration (NNSA) will


assure that NNSA employees and contractors comply with their respective
responsibilities under this Manual.

b. DOE Contractors. This Manual does not apply to contractors.

c. Exclusions. This Manual does not apply to the Federal Energy Regulatory
Commission as an independent commission.

4. SUMMARY. Effective 12-24-96, the Department designated the FTR as the principal
source of policies and procedures for employee travel and relocation matters. Employees
can obtain step-by-step instructions on relocation procedures, including sample forms,
from the DOE Employee Permanent Change of Station Guide available at the Energy
Finance and Accounting Service Center Web site
(http://www.mbe.doe.gov/me14/aod/pcsguid2.html). (Note: For convenience, this
Manual has been formatted like the FTR.)

5. REFERENCES.

a. The FTR, 41 CFR 300-304, is available in printed form from the Government
Printing Office. Electronic versions are available through the General Services
Administrations home pages at http://www.gsa.gov/travelpolicy.

b. Title XXXII of P.L. 106-65, National Nuclear Security Administration Act, as


amended, which established a separately organized agency within the Department
of Energy.
ii DOE M 552.1-1A
2-17-06

c. DOE O 440.2B, Aviation Management and Safety, dated 11-27-2002.

d. DOE G 440.2B-1A, Implementation Guide - Performance Indicators (Metrics)


for Use with DOE O 440.2B, Aviation Management and Safety, dated 9-19-2005.

e. DOE G 440.2B-2, Implementation Guide - Aviation Management, Operations,


Maintenance, Security, and Safety for Use with DOE O 440.2B, Aviation
Management and Safety, dated 7-18-2003.

6. CONTACT. For information about this Manual, contact the Office of Financial Policy at
202-586-4860.

BY ORDER OF THE SECRETARY OF ENERGY:

CLAY SELL
Deputy Secretary
DOE M 552.1-1A iii
2-17-06

CONTENTS

CHAPTER 300GENERAL

PART 300-3 GLOSSARY OF TERMS ........................................................................................1


DOE300-3.1 Definitions ..............................................................................1
PART 300-4 DEPARTMENT OF ENERGY GENERAL REQUIREMENTS............................3
DOE300-4.1 Authority.................................................................................3
DOE300-4.2 Applicability ...........................................................................3
DOE300-4.3 Designation of Travel Coordinators .......................................3
DOE300-4.4 Delegation of Authorities........................................................3
PART 300-70 AGENCY REPORTING REQUIREMENTS .........................................................5
SUBPART AREQUIREMENT TO REPORT AGENCY PAYMENTS
FOR EMPLOYEE TRAVEL AND RELOCATION ................................5
DOE300-70.1 Reporting Payments for Employee Travel and
Relocation ...............................................................................5
SUBPART BREQUIREMENT TO REPORT USE OF FIRST-CLASS
TRANSPORTATION ACCOMMODATIONS ........................................5
DOE300-70.100 Reporting Use of First-Class Accommodations .....................5
SUBPART CREQUIREMENT TO REPORT EXEMPTIONS GRANTED
TO USE OF DOE TRAVEL CHARGE CARD ........................................5
DOE300-70.200 Reporting Exemptions from Mandatory Use of
DOE Travel Charge Card .......................................................5

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

PART 301-1 APPLICABILITY....................................................................................................7


DOE301-1.4 Special Travel Categories .......................................................7
PART 301-2 GENERAL RULES ...............................................................................................11
DOE301-2.2 Tipping Policy ......................................................................11
DOE301-2.6 Scheduling Travel .................................................................11
DOE301-2.7 Travel Funded by Another DOE Organization ....................11
PART 301-10 TRANSPORTATION EXPENSES .......................................................................13
SUBPART AGENERAL ...............................................................................................13
DOE301-10.9 Interruption of Leave to Return to Official Duty..................13
DOE301-10.10 Designation of an Alternate Place as an
Authorized Point of Travel ...................................................13
iv DOE M 552.1-1A
2-17-06

CONTENTS (continued)

DOE301-10.11 Unused, Downgraded, Canceled, or Oversold


Transportation Services ........................................................14
DOE301-10.12 Local Travel ..........................................................................14
SUBPART BCOMMON CARRIER TRANSPORTATION ........................................17
DOE301-10.122 Authorized Class of Service..................................................17
SUBPART CGOVERNMENT VEHICLES..................................................................19
DOE301-10.221 Accidents Involving Motor Vehicles ....................................19
DOE301-10.263 Use of Government Aircraft .................................................19
Sample Letter to Insurance Company....................................................................21
SUBPART ESPECIAL CONVEYANCES ...................................................................23
DOE301-10.404 General Policy.......................................................................23
DOE301-10.450 Authorizing Rental Vehicles.................................................23
DOE301-10.454 Allowable Expenses for Rental Vehicles..............................23
DOE301-10.455 Rental Cars............................................................................24
PART 301-11 PER DIEM ALLOWANCES ................................................................................27
SUBPART AGeneral Rules...........................................................................................27
DOE301-11.1 Subsistence Allowance for Same Day Travel in
Local Travel Areas................................................................27
DOE301-11.12 Use of Timeshare ..................................................................27
DOE301-11.20 Authorized Rest Periods .......................................................27
DOE301-11.21 Per Diem and Periods of Leave ............................................27
DOE301-11.25 Obtaining and Retaining Receipts ........................................28
DOE301-11.26 Per Diem Rate Adjustment Requests....................................29
DOE301-11.31 Additional Miscellaneous Expenses .....................................29
SUBPART CReduced Per Diem....................................................................................31
DOE301-11.201 Reduced Per Diem Travel Situations....................................31
DOE301-11.202 Per Diem Rates for Extended Training.................................32
DOE301-11.204 Recommending Per Diem Rates for Department
Sponsored Events..................................................................32
DOE301-11.205 Reduced Per Diem Rates for IPA Assignments....................32
SUBPART DActual Expenses.......................................................................................35
DOE301-11.301 Approval and Authorization .................................................35
DOE M 552.1-1A v
2-17-06

CONTENTS (continued)

SUBPART ELeave and Interrupted Travel ...................................................................35


DOE301-11.400 General Rules........................................................................35
DOE301-11.402 Indirect Route or Interrupted Travel .....................................35
DOE301-11.403 TDY While on Leave............................................................35
DOE301-11.405 Abandonment of Travel ........................................................36
PART 301-12 MISCELLANEOUS EXPENSES .........................................................................37
DOE301-12.1 Itemization ............................................................................37
DOE301-12.2 Shipment of Baggage............................................................37
DOE301-12.3 Communications Services.....................................................38
PART 301-13 TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS ..................................41
DOE301-13.4 Documenting Special Needs.................................................41
PART 301-30 EMERGENCY TRAVEL......................................................................................43
DOE301-30.2 Personal and Family Emergencies........................................43
DOE301-30.6 Allowable Travel Expenses ..................................................43
DOE301-30.7 Approval of Travel Interruption ...........................................44
PART 301-31 THREATENED LAW ENFORCEMENT/INVESTIGATIVE
EMPLOYEES ........................................................................................................45
DOE301-31.1 Life Threatening Situations...................................................45
DOE301-31.13 Periods for Which Payments May Be Made.........................45
DOE301-31.16 Reevaluation of Justification for Temporary
Living Accommodations.......................................................45
DOE301-31.17 Protecting Travel Documents ...............................................45
DOE301-31.18 Relocating the Employee ......................................................45
DOE301-31.19 Authorizing Payments to Threatened Employees
and Family ............................................................................45
PART 301-51 PAYING TRAVEL EXPENSES...........................................................................47
SUBPART BPaying for Common Carrier Transportation ............................................47
DOE301-51.102 Cash Purchases Over $100....................................................47
Sample FormRequest for Approval of Cash Purchase of
Transportation in Excess of $100 ..........................................................................49
SUBPART CReceiving Travel Advances .....................................................................51
DOE 301-51.204 Funding Travel by ATM.......................................................51
vi DOE M 552.1-1A
2-17-06

CONTENTS (continued)

PART 301-52 CLAIMING REIMBURSEMENT ........................................................................53


DOE 301-52.3 Submitting Travel Claims.....................................................53
PART 301-53 PROMOTIONAL MATERIALS AND FREQUENT
TRAVELER PROGRAMS....................................................................................55
DOE301-53.1 Receipt of Promotional Materials and Frequent
Traveler Benefits...................................................................55
DOE301-53.2 Participation in Gain-Sharing Programs ...............................55
PART 301-74 CONFERENCE PLANNING................................................................................57
DOE301-74.1 Conference Management Responsibilities ...........................57
DOE301-74.8 Conference Lodging Allowance ...........................................57
DOE301-74.11 Light Refreshments at Official Conferences ........................57
PART 301-75 PREEMPLOYMENT INTERVIEW TRAVEL ....................................................59
SUBPART AGENERAL RULES .................................................................................59
DOE301-75.2 Responsibility to Determine Eligibility ................................59
DOE301-75.3 Initiating Preemployment Interview Travel..........................59
DOE301-75.4 Requirements and Responsibilities .......................................59
DOE301-75.5 Sources of Funds...................................................................60
Sample Letter to Accompany Invitational Travel Authorization
for Preemployment Interview ................................................................................61
SUBPART BTRAVEL EXPENSES .............................................................................63
DOE301-75.100 Allowable Reimbursements ..................................................63
SUBPART COBTAINING TRAVEL SERVICES AND CLAIMING
REIMBURSEMENT ...............................................................................63
DOE301-75.200 Using Common Carrier.........................................................63
DOE301-75.205 Reimbursement Claims.........................................................63
CHAPTER 302RELOCATION ALLOWANCES
PART 302-1 GENERAL RULES ...............................................................................................65
SUBPART AAPPLICABILITY....................................................................................65
DOE302-1.1 Criteria for employees transferring in the interest
of the Government ................................................................65
PART 302-2 EMPLOYEE ELIGIBILITY REQUIREMENTS..................................................67
SUBPART AGENERAL RULES .................................................................................67
DOE302-2.1 When you may begin your move..........................................67
DOE M 552.1-1A vii
2-17-06

CONTENTS (continued)

DOE302-2.6 Authorization of short distance relocations


(less than 50 miles) ...............................................................67
DOE302-2.13 Service agreement.................................................................67
DOE302-2.14 Violation of a service agreement ..........................................68
DOE302-2.20 Advance of funds for travel and transportation
expenses ................................................................................68
SUBPART BAGENCY RESPONSIBILITIES .............................................................68
DOE302-2.106 Waiver of regulatory limitations relating to relocation
allowances for employees relocating to or
from remote or isolated locations .........................................68
PART 302-3 RELOCATION ALLOWANCE BY SPECIFIC TYPE ........................................69
SUBPART ANEW APPOINTEE..................................................................................69
DOE302-3.2 New appointee or student trainee relocation
allowances and alternatives ..................................................69
SUBPART CTYPES OF TRANSFERS........................................................................69
DOE302-3.200 Employee and immediate family members who are
employees transferring to the same official station ..............69
SUBPART DRELOCATION SEPARATION ..............................................................69
DOE302-3.308 Employee arranging relocation.............................................69
DOE302-3.315 Extension in time to begin separation travel.........................69
SUBPART EEMPLOYEES TEMPORARY CHANGE OF STATION (TCS)...........69
DOE302-3.404 Circumstances when a TCS will be authorized ....................69
DOE302-3.405 Option to elect TCS or payment of per diem........................70
DOE302-3.409 Minimum distance between official station
and TCS location that must be met to qualify
for a TCS...............................................................................70
DOE302-3.410 Service agreement for TCS...................................................70
DOE302-3.414 Reimbursement for extended storage of
household goods (HHG) .......................................................70
DOE302-3.427 Relocation allowances that DOE will pay when
an employee is permanently assigned to the TCS
location..................................................................................70
viii DOE M 552.1-1A
2-17-06

CONTENTS (continued)

PART 302-4 ALLOWANCE FOR SUBSISTENCE AND TRANSPORTATION....................71


SUBPART EDAILY DRIVING DISTANCE REQUIREMENTS ...............................71
DOE302-4.400 Minimum daily driving distance...........................................71
DOE302-4.401 Exceptions to daily driving distance.....................................71
SUBPART FUSE OF MORE THAN ONE PRIVATELY
OWNED VEHICLE (POV) .....................................................................71
DOE302-4.500 Authorization of more than one POV ...................................71
SUBPART GADVANCE OF FUNDS..........................................................................71
DOE302-4.600 Advance of funds for per diem and mileage
allowances for PCS travel.....................................................71
PART 302-5 ALLOWANCE FOR HOUSE HUNTING TRIP EXPENSES .............................73
SUBPART AEMPLOYEES ALLOWANCE FOR HOUSE HUNTING
TRIP EXPENSES ....................................................................................73
DOE302-5.6 Conditions for receiving a house hunting trip
allowance ..............................................................................73
DOE302-5.11 Duration of house hunting trip..............................................73
DOE302-5.13 Reimbursement methods for house hunting trip
allowance ..............................................................................73
DOE302-5.14 Authorized mode of transportation .......................................73
DOE302-5.16 Advance of funds for house hunting trip expenses...............73
SUBPART BAGENCY RESPONSIBILITIES .............................................................73
DOE302-5.102 Authorization for a house hunting trip..................................73
PART 302-6 ALLOWANCE FOR TEMPORARY QUARTERS
SUBSISTENCE EXPENSES (TQSE)...................................................................75
SUBPART AGENERAL RULES .................................................................................75
DOE302-6.6 Authorization of TQSE.........................................................75
DOE302-6.7 Eligibility for TQSE .............................................................75
DOE302-6.11 Methods of reimbursement for TQSE ..................................75
DOE302-6.15 Advance of funds for TQSE .................................................75
SUBPART BACTUAL TQSE METHOD OF REIMBURSEMENT ...........................75
DOE302-6.104 Authorization of extensions of TQSE...................................75
DOE302-6.106 Interruption of TQSE ............................................................75
DOE M 552.1-1A ix
2-17-06

CONTENTS (continued)

PART 302-7 TRANSPORTATION AND TEMPORARY STORAGE OF


HOUSEHOLD GOODS AND PROFESSIONAL BOOKS,
PAPERS, AND EQUIPMENT (PBP&E)..............................................................77
SUBPART AGENERAL RULES .................................................................................77
DOE302-7.4 Weight of PBP&E ................................................................77
DOE302-7.8 Time limitations for temporary storage of HHG ..................77
DOE302-7.21 Articles that may not be shipped as HHG at DOE
expense..................................................................................77
SUBPART BCOMMUTED RATE ...............................................................................78
DOE302-7.100 Calculation of charges for shipment and
temporary storage of HHG ...................................................78
DOE302-7.101 Obtaining commuted rate schedule.......................................78
DOE302-7.102 Mileage distance under the commuted rate schedule ...........78
DOE302-7.105 Advance of funds for transporting HHG
and temporary storage...........................................................78
SUBPART CACTUAL EXPENSE METHOD .............................................................78
DOE302-7.200 Excess charges paid for transporting HHG...........................78
PART 302-8 ALLOWANCES FOR EXTENDED STORAGE OF HOUSEHOLD
GOODS..................................................................................................................79
SUBPART AGENERAL ...............................................................................................79
DOE302-8.1 Authorization of extended storage of HHG..........................79
SUBPART BEXTENDED STORAGE DURING ASSIGNMENT TO
ISOLATED LOCATIONS IN THE CONTINENTAL
UNITED STATES ...................................................................................79
DOE302-8.101 Criteria for isolated official station for purposes
of this part .............................................................................79
DOE302-8.103 Where HHG may be stored...................................................79
DOE302-8.108 Authorized time period for extended storage
of HHG .................................................................................79
SUBPART EAGENCY RESPONSIBILITIES .............................................................79
DOE302-8.400(c) Reimbursements for extended storage of HHG....................79
PART 302-9 ALLOWANCES FOR TRANSPORTATION AND EMERGENCY
STORAGE OF A PRIVATELY OWNED VEHICLE..........................................81
x DOE M 552.1-1A
2-17-06

CONTENTS (continued)

SUBPART AGENERAL RULES .................................................................................81


DOE302-9.7 Authorization of transportation or emergency
storage of POV......................................................................81
DOE302-9.11 Advance of funds for transportation and
emergency storage of POV ...................................................81
DOE302-9.12 Advantageous to drive POV to the official
station....................................................................................81
SUBPART BTRANSPORTATION ..............................................................................81
DOE302-9.140 Authorization of transportation of POV at time
of assignment ........................................................................81
DOE302-9.170 Authorization of transportation of POV subsequent
to the time of assignment ......................................................81
DOE302-9.172 Authorization of transportation of a
replacement POV..................................................................82
SUBPART CRETURN TRANSPORTATION OF A PRIVATELY
OWNED VEHICLE FROM A POST OF DUTY....................................82
DOE302-9.201 Transportation of a POV from Post of Duty.........................82
SUBPART DTRANSPORTATION OF A PRIVATELY
OWNED VEHCILE WITHIN THE CONTINENTAL
UNITED STATES ...................................................................................82
DOE302-9.302 Transportation of more than one POV within
CONUS.................................................................................82
SUBPART EEMERGENCY STORAGE OF A PRIVATELY
OWNED VEHICLE .................................................................................82
DOE302-9.400 Authorization of Emergency Storage of POV ......................82
DOE302-9.401 Storage of POV in Emergency .............................................82
PART 302-10 ALLOWANCES TRANSPORTATION OF MOBILE HOMES
AND BOATS USED AS A PRIMARY RESIDENCE .........................................83
SUBPART BCOMPUTATION OF DISTANCE..........................................................83
DOE302-10.100 Distance allowed for points of origin and
destination within CONUS and Alaska ................................83
DOE302-10.101 Requirement for actual odometer readings on
the travel claim......................................................................83
SUBPART CCOMPUTATION OF ALLOWANCES ..................................................83
DOE302-10.200 Allowable costs when commercial carrier
transports mobile home over land or water ..........................83
DOE M 552.1-1A xi
2-17-06

CONTENTS (continued)

DOE302-10.206 DOE paying directly for the costs of preparing


and transporting a mobile home............................................83
SUBPART DADVANCE OF FUNDS..........................................................................83
DOE302-10.300 Advance of funds for transportation of mobile home
by commercial carrier ...........................................................83
PART 302-11 ALLOWANCES FOR EXPENSES INCURRED IN CONNECTION
WITH RESIDENCE TRANSACTIONS...............................................................85
SUBPART AGENERAL RULES .................................................................................85
DOE302-11.2 Authorization of expenses for residence
transactions ...........................................................................85
DOE302-11.22 Time limitation extensions....................................................85
SUBPART DREQUEST FOR REIMBURSEMENT....................................................85
DOE302-11.301 Requests for reimbursement of expenses for residence
transactions ..........................................................................85
PART 302-12 USE OF A RELOCATION SERVICES COMPANY ..........................................87
SUBPART AEMPLOYEES USE OF THE DOE RELOCATON
SERVICES COMPANY ..........................................................................87
DOE302-12.2 Use of DOEs RSC ...............................................................87
DOE302-12.3 Conditions for using DOEs RSC.........................................87
DOE302-12.4 Relocation Services paid by DOE ........................................87
PART 302-14 HOME MARKETING INCENTIVE PAYMENTS..............................................89
SUBPART APAYMENT OF INCENTIVE TO THE EMPLOYEE ............................89
DOE302-14.4 Payment of home marketing incentive .................................89
DOE302-14.5 Conditions for receiving a home marketing
incentive payment .................................................................89
DOE302-14.6 Amount of home marketing incentive ..................................89
PART 302-15 ALLOWANCE FOR PROPERTY MANAGEMENT SERVICES ......................91
SUBPART AGENERAL RULES FOR THE EMPLOYEE .........................................91
DOE302-15.5 Authorization and payment of property
management services ............................................................91
DOE302-15.6 DOE conditions for authorizing property
management services ............................................................91
DOE302-15.11 Electing to sell residence at Government expense
after property management services have been
authorized and/or paid ..........................................................91
xii DOE M 552.1-1A
2-17-06

CONTENTS (continued)

SUBPART BAGENCY RESPONSIBILITIES .............................................................91


DOE302-15.70 DOE policies for property management services .................91
PART 302-16 ALLOWANCE FOR MISCELLANEOUS EXPENSES ......................................93
SUBPART BEMPLOYEE ALLOWANCE FOR MISCELLANEOUS
EXPENSES ..............................................................................................93
DOE302-16.100 Reimbursement for Miscellaneous Expenses .......................93
DOE302-16.102 Fixed Amount (Lump Sum) Reimbursement for
Miscellaneous Expenses .......................................................93
DOE302-16.103 Actual Expense Reimbursement for
Miscellaneous Expenses .......................................................93

ATTACHMENT 1. DEPARTMENTAL ELEMENTS TO WHICH DOE M 552.1-1A IS


APPLICABLE
DOE M 552.1-1A 1 (and 2)
2-17-06 Part 300-3, Subchapter A

CHAPTER 300GENERAL

Subchapter AIntroduction

PART 300-3. GLOSSARY OF TERMS

DOE300-3.1. DEFINITIONS. In addition to the terms defined in the FTR, the following terms
are used in this Manual.

(a) DOE site relocation coordinators (SRCs). Staff members of the Office of Financial
Policy (CF-50) designated as the primary liaisons between DOE and the relocation
services company (RSC).

(b) Relocation coordinators. Staff members of the Office of Administration (MA-422),


Energy Finance and Accounting Service Center (CF-11), and the Power Marketing
Administrations designated as the primary contacts between the RSC, program offices,
and relocating employees. The relocation coordinator counsels, assists, and processes the
paperwork for relocating employees under the guidance of the FTR, this Manual, and the
SRC.
DOE M 552.1-1A 3 (and 4)
2-17-06 Part 300-4, Subchapter A

CHAPTER 300GENERAL

Subchapter AIntroduction

PART 300-4. DEPARTMENT OF ENERGY GENERAL REQUIREMENTS

DOE300-4.1. AUTHORITY. This Manual is issued under the authority of the FTR, 41 CFR
300-304; Department of Energy Delegation Order No. 00-008.00; and DOE O 552.1A, Travel
Policy and Procedures, dated 2-17-06.

DOE300-4.2. APPLICABILITY. Provisions of this Manual apply to Department of Energy


(DOE) employees, including employees of the National Nuclear Security Administration;
consultants and experts employed intermittently by DOE; witnesses under subpoena; individuals
in receipt of invitational travel authority; and eligible persons serving on DOE advisory
committees.

DOE300-4.3. DESIGNATION OF TRAVEL COORDINATORS. Heads of Departmental


elements will designate travel coordinators to handle employee inquiries and serve as liaisons
with accounting service centers. These individuals are also the contact points for the Office of
Financial Policy for travel and relocation issues. As changes occur, new information on
coordinators must be provided routinely to the Office of Financial Policy. Current information
must include name, title, telephone and fax numbers, and electronic mail address.

DOE300-4.4. DELEGATION OF AUTHORITIES. The assigned responsibilities and


authorities in this Manual may be redelegated unless specifically precluded.
DOE M 552.1-1A 5 (and 6)
2-17-06 Part 300-70, Subchapter B, Subpart A

CHAPTER 300GENERAL

Subchapter BAgency Requirements

PART 300-70. AGENCY REPORTING REQUIREMENTS

Subpart ARequirement to Report Agency Payments for Employee Travel and Relocation

DOE300-70.1. REPORTING PAYMENTS FOR EMPLOYEE TRAVEL AND


RELOCATION. The Chief Financial Officer (CFO) is responsible for DOE reporting under
this section.

Subpart BRequirement to Report Use of First-Class Transportation Accommodations

DOE300-70.100. REPORTING USE OF FIRST-CLASS ACCOMMODATIONS. The


CFO is responsible for DOE reporting under this section.

Subpart CRequirement to Report Exemptions Granted to Use of DOE Travel Charge


Card

DOE300-70.200. REPORTING EXEMPTIONS FROM MANDATORY USE OF DOE


TRAVEL CHARGE CARD. The CFO is responsible for DOE reporting under this section.
Heads of field elements are required to report exemptions to the Office of Financial Policy
within 5 working days of approval.
DOE M 552.1-1A 7
2-17-06 Part 301-1, Subchapter A

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter AIntroduction

PART 301-1. APPLICABILITY

DOE 301-1.4. SPECIAL TRAVEL CATEGORIES. Certain DOE travel categories require
specific identification and handling.

(a) Advisory committee members. These individuals are appointed under the authority of
the Federal Advisory Committee Act and appropriate Departmental authority. Member
travel is processed in the same manner as DOE employee travel; however, the travel
authorization must indicate that travel is directly related to advisory committee
participation and must include the committee name. Travel authorizations must be
approved by the DOE supervisor.

(b) Experts and consultants employed intermittently. These individuals are allowed
travel and other expenses while away from their homes or regular places of business in
the same manner as DOE employees unless the individuals residence or regular place of
business is in the same local travel area as the Departmental work site. In that case, no
travel or transportation expenses for commuting to the official work site may be allowed;
however, expenses associated with local travel away from the Departmental work site on
official business may be authorized and reimbursed. These expenses include the
following:

(1) the additional transportation costs incurred in excess of normal commuting costs
when the official travel is performed solely within the day and

(2) travel (including per diem or actual expenses) and transportation expenses when
overnight lodging is required.

All travel authorizations for experts and consultants must be approved by the DOE
supervisor.

(c) Invitational travelers. The Office of General Counsel has established the DOE policy
for paying travel expenses of individuals who are otherwise not compensated and are
traveling at the invitation of DOE. This policy can be found in 10 CFR 1060. Invitations
may be issued to individuals to confer with DOE personnel, participate in preemployment
interviews, serve as attendants for disabled persons, or travel for other reasons when
General Counsel determines that it is in the interest of the Government to pay such
expenses pursuant to an invitation. Certain types of invitational travel will not be paid
unless the written approvals and statement of reasons required by 10 CFR 1060 are
provided before the travel takes place. These approvals and statements of reason are to
be entered either on the face of the travel authorization or as an attachment to the
authorization with appropriate reference made in the Remarks section of the travel
authorization.
8 DOE M 552.1-1A
Part 301-1, Subchapter A 2-17-06

(1) Heads of Departmental elements or the principal deputy may approve invitational
travel only if it involves travel to that organizations location.

(2) Invitational travel to a destination other than the location of the Departmental
element extending the invitation must be approved by the Secretary, Deputy
Secretary, or Under Secretary.

(d) Witnesses under subpoena. Section 161(c) of the Atomic Energy Act of 1954, as
amended, specifically provides DOE with the authority to subpoena witnesses and pay
them the same fees and expenses (mileage, transportation, and subsistence) as are paid to
witnesses in any court of the United States. Fees and expenses to be paid witnesses who
are not Government employees are established at 28 U.S.C. 1821. Provisions regarding
travel expenses and subsistence to be paid witnesses who are Government employees are
established under 5 U.S.C. 5751. (Crediting amounts received by Government
employees for jury or witness services is covered at 5 U.S.C. 5515.) At issuance a signed
copy of each subpoena is to be forwarded to the appropriate accounting service center.

(1) Government employees. (For leave and duty status rules, see 5 U.S.C. 6322.)

(i) Transportation and subsistence. In accordance with the FTR, if an


employee of another Federal agency is subpoenaed by DOE, that
employees Agency will allow him or her the same transportation, per
diem, and necessary incidental travel expenses as it would allow if the
employee were on official business at a TDY station. DOE will reimburse
these Agencies for such travel expenses and per diem.

(ii) Fees. Government employees are not entitled to attendance fees, but they
will not lose salary or compensation or be charged leave for the time spent
serving as witnesses. If an employee is on leave, he or she will be restored
to duty status for the period of witness service.

(2) Special types of Government employees. Certain types of Government personnel,


such as persons employed without compensation, temporary employees,
employees compensated wholly by fees, and when actually-employed persons,
may be entitled to the same fees, mileage, and subsistence expenses as
other-than-Government employees when serving as witnesses on days when they
are not on duty and not receiving compensation from a Federal employer.
Questions concerning these special situations must be referred to servicing
counsel for advice.

(3) Other-than-Government employees.

(i) Transportation. Commercial transportation reimbursement will be based


on a receipt for actual expenses reflecting reasonableness of the travel
mode used and the distance traveled. Travel by privately owned vehicle
(POV) will be reimbursed in the same manner as for Government
employees.
DOE M 552.1-1A 9 (and 10)
2-17-06 Part 301-1, Subchapter A

(ii) Subsistence. A subsistence allowance will be paid to a witness (other than


a witness who is incarcerated) when an overnight stay is required.

(iii) Fees. Each person subpoenaed will be paid for each days attendance and
for each day involved in going to and returning from the place of
attendance.

(iv) Voucher forms. Standard Form (SF-) 1156, Public Voucher for Fees and
Mileage of Witnesses, will be used to pay witness fees and mileage.
Claims are to be submitted on SF-1157, Claim for Fees and Mileage of
Witness. Copies of the forms can be obtained from the Departments
Office of General Counsel.

(v) Advances. Cash advances will not be made under any circumstances to
subpoenaed persons who are not Government employees.

(4) DOE contractor personnel. Whenever feasible under the contract, contractor
employees who are subpoenaed will appear and travel as a part of their contract
employment without direct reimbursement or payment by DOE. If this is not
practicable under the contract, such an individual will be entitled to fees, travel
expenses, and subsistence the same as other-than-Government personnel.
DOE M 552.1-1A 11 (and 12)
2-17-06 Part 301-2, Subchapter A

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter AIntroduction

PART 301-2. GENERAL RULES

DOE301-2.2. TIPPING POLICY. The meal and incidental expenses, or M&IE, portion of the
travelers per diem allowance provides amounts for tips in most instances. The meal portion
includes an amount to cover tips for food service. The incidental expenses portion of the
allowance provides an amount to cover tips to porters, baggage carriers, bellhops, hotel maids,
and other service providers. If the M&IE does not cover a usual tipping situation,
reimbursement for tips will be allowed as set out herein.

(a) Handlers of Government property and equipment. Tips up to $1 an item will be


allowed for individuals handling Government property and equipment during travel.

(b) Drivers of taxis and other special conveyances. Tips up to 15 percent of the fare will
be allowed for drivers of taxis and other for-hire conveyances. Tips to drivers of shuttle
buses and similar courtesy vehicles may be appropriate in some instances and would be
reimbursable in amounts comparable to those for taxi service.

(c) Service providers in actual expense situations. During periods of travel when actual
expenses have been authorized in lieu of a fixed M&IE allowance, tips for baggage
handling (porters, bellhops) will be limited to $1 per item, and tips to maids will be
allowed up to $2 per day. These amounts will be allowed provided the total
reimbursement does not exceed the daily maximum authorized actual expenses.

DOE301-2.6. SCHEDULING TRAVEL. To the maximum extent feasible, travel will be


scheduled during the days and hours of an employees regularly scheduled workweek. When the
travel cannot be so scheduled, the official directing the travel is to indicate in writing the reasons
for ordering the travel outside the regular workweek times.

DOE301-2.7. TRAVEL FUNDED BY ANOTHER DOE ORGANIZATION. To maintain


appropriate administrative and fiscal control, the organization to which an employee is assigned
should issue the TDY travel authorization for that employee, including any travel requested and
paid by another organization. The requesting organization must provide the necessary funding
information before travel authorization may be issued. This would not apply to an employee
traveling for another organization during the time the employee is detailed to that organization.
DOE M 552.1-1A 13
2-17-06 Part 301-10, Subchapter B, Subpart A

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-10. TRANSPORTATION EXPENSES

Subpart AGeneral

DOE301-10.9. INTERRUPTION OF LEAVE TO RETURN TO OFFICIAL DUTY.


Employees who are on leave from their official duty stations and who are required to return to
duty to perform official business will be authorized reimbursement for the cost of returning to
their official duty stations and the cost of returning to annual leave after the official business is
complete. Reimbursement for any personal losses sustained, such as the guaranteed cost of a
hotel room while on vacation, is not authorized. Employees on leave at their official duty
stations are not authorized reimbursement for local transportation costs. Prior knowledge of the
need to return to the official duty station does not negate an employees eligibility for
reimbursement. [Comptroller General, B-177106 (December 26, 1972).]

DOE301-10.10. DESIGNATION OF AN ALTERNATE PLACE AS AN AUTHORIZED


POINT OF TRAVEL.

(a) Responsibilities and authority. The FTR (41 CFR 301-10.4) requires that authorizing
officials ensure appropriate consideration of the most cost-effective routing and means of
accomplishing travel. Also, the FTR stipulates that an employee traveling on official
business is to exercise the same care in incurring expenses that a prudent person would
exercise if traveling on personal business. To these ends, and to accomplish official
travel more economically, DOE has determined that travel may be routed through
alternate places if there are cost advantages for doing so.

(b) Employee option. An employee or other person directed to travel by the Department
will be authorized to travel between an alternate place and place of TDY if the cost of
such travel, including per diem or actual expense allowance and transportation expenses,
is less than or equal to the cost of travel had it originated or ended at either the official
duty station or the place of abode. An alternate place is defined as any place other than
the official duty station, place of abode, or place of TDY.

(c) Determining cost advantage. The Departments travel cost between an alternate place
and a place of TDY must be less than or equal to the travel cost between the official duty
station or place of abode and the place of TDY. Although employee subsistence costs are
likely to have little effect on total cost, authorizing officials must consider subsistence
costs when evaluating requests for official travel involving alternate places. In addition,
officials must include both intercity and local transportation costs in their evaluations.
The intercity transportation cost between travel points is determined from the lowest
applicable coach or similar fare, including available Government contract fare and local
limousine or necessary taxi fares for travel to and from air or train terminals.
Documentation supporting a cost advantage must be submitted with the electronic travel
14 DOE M 552.1-1A
Part 301-10, Subchapter B, Subpart A 2-17-06

authorization or retained by the traveler or approving official for a period of 6 years and
3 months from the date the travel was completed.

(d) Personal travel to an alternate place. Travel between the official duty station or place
of abode and an alternate place is personal travel for which Government contract fares
may not be used. For example, travel to a second residence (located away from the
official duty station or usual place of abode) before departure on a temporary assignment
is the responsibility of the employee as is the return travel from the second residence to
the official duty station or place of abode. Travel, however, between the second
residence and place of TDY at the beginning or end of a temporary assignment may be
authorized at DOE expense under this authority provided the necessary cost advantage
determination is made.

(e) Travel authorizations. The travel authorization must indicate that travel from an
alternate place has been authorized as less than or equal to the travel cost between the
official duty station or place of abode and the place of TDY to DOE. The itinerary will
show the alternate places in the appropriate From and To sections in addition to
listing the official duty station and/or places of TDY on the authorization. The
Remarks section will contain a statement that travel from an alternate place is
advantageous to the Department.

DOE301-10.11. UNUSED, DOWNGRADED, CANCELED, OR OVERSOLD


TRANSPORTATION SERVICES. Travelers are responsible for all unused, downgraded, or
partially unused tickets issued to them. They should return such tickets to the issuing office
without delay to ensure that appropriate credits to their DOE travel charge card accounts are
made. Tickets issued through a centrally billed account must be submitted to the accounting
service center immediately upon completion or cancellation of the trip.

DOE301-10.12. LOCAL TRAVEL.

(a) Travel authorizations. Travel authorizations are not required for travel in local travel
areas. The Department has defined the area within 50 miles of the employees official
duty station as the local travel area. Heads of field elements, in consultation with the
CFO, may establish in writing greater distances for local travel for specific field sites.

(b) Per diem. Per diem is not payable for travel performed solely within a day or within the
local travel area of the employees official duty station.

(c) Use of mass transit or shuttle bus service. Employees on local travel are expected to
use mass transit and/or Government shuttle bus service when such methods of transport
are available at their work sites. If mass transit and/or Government shuttle bus service is
available but is not used, the employee must state the reason for not using that form of
transportation on the local travel claim.
DOE M 552.1-1A 15 (and 16)
2-17-06 Part 301-10, Subchapter B, Subpart A

(d) Claims.

(1) General. Payment is not allowed for transportation expenses between an


employees home and official duty station for the purposes of commuting,
including commuting in connection with overtime and irregular workdays. Local
travel claims will be reimbursed only for local mileage, parking, public
transportation, taxicabs, and other expenses directly related to local travel claims.
Please note that qualified transportation fringe benefits provided to employees to
offset the cost of commuting are not considered official local travel expenses.

(2) Exceptions. Transportation expenses are allowable when an employee departs


from the office on an official trip requiring at least 1 nights lodging. Also, an
employee who depends on public transportation and is ordered to work overtime
during a period of darkness or when public transit is infrequently scheduled may
be authorized taxi fare.

(3) Local Travel Deductions. For local travel, approving officials may allow only
those transportation and parking expenses that are in excess of the usual
commuting expenses. Employees are to deduct their usual commuting costs from
the total expenses incurred when they travel between their residences and local
TDY points. The calculation of commuting costs (i.e., actual cost of train, bus, or
mileage for use of POV, including any usual parking fees) must be shown on the
local travel claim.

(i) The deduction will be adjusted in cases where employees purchase


transportation on a prepaid basis and no refund is given on those days
when POVs are used for official local travel.

(ii) Employees who are regular members (or free riders) of a carpool and who
receive approval to use their POVs for official travel will base the amount
of the deduction on the number of regular carpool members.

Example. To calculate the employees usual commuting expense, use the


following equation.

Round-trip mileage from residence to official duty station



Allowable POV mileage rate

Number of car-pool members
DOE M 552.1-1A 17
2-17-06 Part 301-10, Subchapter B, Subpart B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-10. TRANSPORTATION EXPENSES

Subpart BCommon Carrier Transportation

DOE301-10.122. AUTHORIZED CLASS OF SERVICE. It is Departmental policy that


coach-class accommodations be used aboard commercial transportation (including train, ship,
and aircraft) unless use of premium service (first-class or business-class) clearly is warranted,
allowable under the FTR, and authorized by the appropriate senior official.

(a) Authorizing officials.

(1) The Secretary; Deputy Secretary; Under Secretary; CFO; NNSA Associate
Administrator for Management and Administration; and heads of field elements
or their principal deputies may authorize or approve the use of premium-class air
transportation accommodations by employees under the cognizance of their
respective organizations.

(2) Heads of Departmental elements or their principal deputies may authorize or


approve use of premium-class transportation by train or ship.

(b) Request for use of premium-class accommodations. When using the eTravel Service
(eTS), travel authorizations including premium-class accommodations routed for
electronic signature by authorizing officials identified in paragraph (a) above or their
designees must include the justification (including the basis for a special needs request)
and comparative cost to the contract fare. Otherwise (i.e. not using eTS or travel
authorization is not electronically routed to appropriate official), requests for
authorization or approval of premium-class accommodations must be in the format
prescribed by the authorizing official and include the travelers name, title, organization,
justification (including the basis for a special needs request), dates of travel, itinerary, and
comparative cost to the contract fare. When premium-class accommodations are not
authorized electronically, a copy of the approved request is to be provided to the
appropriate ticketing office, and when using eTS, a copy of the approved request must be
electronically attached to the travel authorization. A premium-class ticket will not be
issued without an approval except

(1) when only premium service is provided between the origin and destination or
connecting points (in this instance, the ticketing office will give the traveler a
statement to include with the SF-1012, Travel Voucher) and

(2) when only premium service is available for a specific flight that must be used
because of the urgency of the Departments business, and authorization from the
appropriate official cannot be obtained. In this instance, such use must be
18 DOE M 552.1-1A
Part 301-10, Subchapter B, Subpart B 2-17-06

approved after the fact by the authorizing officials identified in paragraph (a)
above; otherwise, the employee will be responsible for the additional costs
resulting from the use of premium class. A copy of the approval should be
attached to the SF-1012.
DOE M 552.1-1A 19 (and 20)
2-17-06 Part 301-10, Subchapter B, Subpart C

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-10. TRANSPORTATION EXPENSES

Subpart CGovernment Vehicles

DOE301-10.221. ACCIDENTS INVOLVING MOTOR VEHICLES. Any accident


involving a Government-owned or Government-leased motor vehicle that results in personal
injury and/or property damage must be reported by the vehicle operator promptly through his or
her supervisor to appropriate Departmental transportation officials responsible for DOE motor
vehicles. Personal injury and vehicle damage are reported on SF-91, Motor Vehicle Accident
Report, which is available from motor pool personnel.

DOE301-10.263. USE OF GOVERNMENT AIRCRAFT.

(a) DOE employees on official travel using planes other than those of scheduled
airlines, such as Government contractor and military planes (including
helicopters), must be advised that a personal life or accident insurance policy may
not cover such travel. Those travelers should contact their insurance companies
to determine their coverage when traveling via Government aircraft. Any
additional cost for insurance will be the responsibility of the employee. A sample
letter requesting such information appears at the end of this subpart.

(b) Heads of Departmental elements are responsible for implementing the above
requirements by

(i) informing personnel under their jurisdictions of the above provisions


relative to insurance coverage for trips made on other than scheduled
airlines and

(ii) including such information in the orientation program for all new
employees, with particular emphasis to those whose anticipated duties
may require official air travel by other than scheduled airlines.
DOE M 552.1-1A 21 (and 22)
2-17-06 Part 301-10, Subchapter B, Subpart C

LETTER TO INSURANCE COMPANY

December 8, 200X

ACE Insurance Company


111 5th Avenue
Suite 842
New York, New York 10006

Dear Insurer:

I have policy No. A 1012, which was issued to me on June 20, 200X.

My employment with the Department of Energy occasionally requires official travel by one or a
combination of the following types of flights:

1. regularly scheduled flights by airlines duly authorized by the Department of


Transportation (DOT);

2. nonscheduled flights by such airlines, including chartered flights;

3 flights on military planes operated by a uniformed service of the United States;

4. scheduled and nonscheduled flights on commercial airlines not holding DOT certificates;
and

5. flights in helicopters.

Please tell me whether official business travel by such flights is covered by the above policy. If
any of the flights described above are excluded from my coverage, please send me an
endorsement that will include them. If there is an additional charge for the endorsement, please
let me know before issuing the endorsement.

Sincerely,

John Smith
DOE M 552.1-1A 23
2-17-06 Part 301-10, Subchapter B, Subpart E

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-10. TRANSPORTATION EXPENSES

Subpart ESpecial Conveyances

DOE301-10.404. GENERAL POLICY.

(a) Compare to other methods. Commercially rented vehicles (except taxicabs used
locally) and other special conveyances will be used only when other methods of
transportation, such as common carrier and Government-furnished vehicles, would not be
advantageous to DOE.

(b) Availability of public transportation. Authorizing and approving officials should


exercise proper administrative judgment in approving the use of special conveyances in
cities where public transportation is readily available.

(c) Reasonableness of special vehicle. Approving and authorizing officials should, in


justifying the use of a special conveyance, determine that the overall cost and size of the
vehicle requested is sufficient and reasonable for accomplishing the travel purpose.

(d) Specific justification required. Use of a special conveyance must be specifically


authorized and justified on the travel authorization. Claims covering expenses incurred
for special conveyances may not be processed for payment unless the travel authorization
or amendment provides authorization and a statement of justification for such use.

DOE301-10.450. AUTHORIZING RENTAL VEHICLES. Use of rental vehicles while on


official DOE travel should be authorized only when it is determined to be advantageous to DOE.
Consideration should be given to alternative transportation, such as shuttle buses, taxis, public
transit, and courtesy transportation services. Mere convenience of the traveler is not sufficient
reason to authorize use of a rental vehicle.

DOE301-10.454. ALLOWABLE EXPENSES FOR RENTAL VEHICLES.

(a) Official business/purpose. The Government is not liable for use of a rental vehicle for
other than official purposes that include transportation between

(1) places of official business;

(2) TDY station and place of temporary lodging when public transportation is
unavailable or its use is impractical; or

(3) either of the above destinations as well as restaurants, drug stores, barber shops,
places of worship, cleaning establishments, and similar places necessary for the
sustenance, comfort, and efficient performance of DOE business.
24 DOE M 552.1-1A
Part 301-10, Subchapter B, Subpart B 2-17-06

(b) Collision or theft insurance. Employees will not be reimbursed for insurance fees. The
Federal Government is self-insured.

(c) Refuel service charges. Normally the cost of fuel purchased from the car rental agency
is substantially greater than the normal price of fuel purchased from a gas station.
Travelers who do not fill the gas tank of the rented vehicle before returning it will be
reimbursed only the cost of fuel at the prevailing price at the TDY location. Travelers
who choose the prepurchase fuel option at the beginning of the rental will be reimbursed
the full cost of that option.

(d) Class of rental vehicle. A traveler will be reimbursed only up to the cost of a
midsize/intermediate vehicle. Full-size vehicles, station wagons, minivans, or sport
utility vehicles will not be authorized, or the incremental costs will not be reimbursed,
unless the vehicle is shared by no fewer than three other Federal travelers or the traveler
is transporting Government equipment that justifies the need for additional carrying space
or for safety reasons in adverse weather. Free upgrades may be accepted by the traveler.

DOE301-10.455. RENTAL CARS.

(a) Government contract rentals. Travelers on TDY should rent cars from Government
contract rental car vendors when available. Information on these rentals is available from
travel management centers, accounting service centers, Internet sites, and various travel
publications available within DOE.

(b) Travelers responsibilities.

(1) A traveler using commercial rental cars should identify himself/herself as a


Government traveler by presenting a DOE travel charge card and Government
identification.

(2) Permission of the renter is not necessarily equivalent to the permission of the car
rental company. Consequently, persons renting cars should avoid allowing others
to drive rented vehicles without being assured that they have authority to do so.
Also, travelers are cautioned not to drive vehicles rented by someone else without
written permission from the car rental agency (car owner) for the third party to
drive the vehicle. Failure to have such permission can amount to a breach of
contract and result in insurance violations that render the driver and renter
personally liable.

(c) Accidents.

(1) If a rental car is damaged or stolen during a period of official business, the rental
car company will submit its damage claim bill directly to the Department. If the
Department denies liability on the basis that the renter was not operating the
vehicle within the scope of the travel authorization at the time of the loss or that
the loss was due to negligence or violation of the rental agreement, the rental car
company may handle the matter directly with the renter.
DOE M 552.1-1A 25 (and 26)
2-17-06 Part 301-10, Subchapter B, Subpart E

(2) When a vehicle has been rented under the Government flat rate rental agreement
and the traveler encounters problems with rental car personnel concerning the
above instruction, he or she should request that rental car personnel contact their
companys Government representative, the employees travel management center
staff, or regional General Services Administration (GSA) travel and transportation
personnel for assistance.
DOE M 552.1-1A 27
2-17-06 Part 301-11, Subchapter B, Subpart A

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-11. PER DIEM ALLOWANCES

Subpart AGeneral Rules

DOE301-11.1. SUBSISTENCE ALLOWANCE FOR SAME DAY TRAVEL IN LOCAL


TRAVEL AREAS. The Department has defined the area within 50 miles of the employees
official duty station to be a local travel area, and per diem or actual expenses are not payable for
travel within that area if the travel occurs within 1 day. Heads of field elements, in consultation
with the CFO, may establish in writing a greater distance for local travel areas at specific sites.

DOE301-11.12. USE OF TIMESHARE. If a timeshare unit occupied while on TDY belongs


to the individual traveler, he/she may not be reimbursed lodging expenses. Conversely, if the
traveler does not own the timeshare unit, he/she may be reimbursed for the exchange cost of
timeshare accommodations up to the maximum lodging allowance for the TDY locality.
[Comptroller General, B-254626 (February 17, 1994).]

DOE301-11.20. AUTHORIZED REST PERIODS. Travel authorizing officials may permit a


rest period incident to overseas travel under the FTR guidelines.

DOE301-11.21. PER DIEM AND PERIODS OF LEAVE.

(a) Leave and workdays. Leave of absence (other than for illness, injury, or personal
emergency) for one-half or less of the prescribed daily working hours will be disregarded
for per diem purposes. If the leave exceeds one-half of the prescribed daily working
hours, no per diem will be allowed for that day.

(b) Nonworkdays. Nonworkdays include Federal holidays, weekends, and other nonleave
days that employees are not scheduled to work. An employee on official travel is
considered to be in a per diem status on nonworkdays except when he/she returns to the
official duty station or place of abode or except under conditions set out herein.

(1) Leave before and after nonworkdays. Per diem will not be paid for nonworkdays
when

(i) an employee is on leave at the end of the workday preceding the


nonworkdays and at the beginning of the workday following the
nonworkdays or

(ii) the period of leave on either of those days exceeds one-half of the
prescribed work hours for that day.
28 DOE M 552.1-1A
Part 301-10, Subchapter B, Subpart B 2-17-06

(c) Return to official duty station for nonworkdays.

(1) Required return for official business. An employee who is authorized to return to
the official duty station for nonworkdays to perform official business or because it
is otherwise advantageous to the Government will be allowed the round-trip
transportation expenses and per diem for the travel.

(2) Authorized return for substantial cost savings. The official directing the travel
may authorize per diem and transportation expenses for an employee to return
home for nonworkdays if a significant cost savings will be achieved. Travel time
is to be scheduled within the employees duty hours to the extent practicable. The
cost of lost productivity attributable to the duty hours involved in traveling to and
from the employees residence for nonworkdays will be considered in
determining the cost savings.

(3) Authorized return incident to extended TDY. An employee who is required to


perform extended TDY in excess of 30 days may be authorized round-trip
transportation expenses and per diem en route for periodic return travel to his or
her official duty station or place of abode for nonworkdays.

(4) Voluntary return. When an employee voluntarily returns to his or her official
duty station or place of abode for nonworkdays, the maximum reimbursement for
the round-trip transportation and per diem en route is limited to the per diem
allowance and travel expenses that would have been allowed had the employee
remained at the TDY station. The employee will perform any such voluntary
return travel during nonduty hours or periods of authorized leave.

(d) Indirect route or interrupted travel. Occasionally, travel may be interrupted or may
deviate from the direct route resulting in excess travel time because of an employees
personal preference, convenience, or taking of leave. Unless such interruptions or
deviations in travel arise as a result of emergency travel, as allowed under Part 301-30,
the per diem allowed will not exceed that which would have been allowed on
uninterrupted travel by a direct or usually traveled route.

DOE301-11.25. OBTAINING AND RETAINING RECEIPTS.

(a) Required Receipts. Receipts are required for lodging of any dollar amount and other
travel-related expenditures greater than $75. When obtaining a receipt is impractical, the
employees certification will be sufficient. Inconvenience of the traveler is not an
acceptable reason for not obtaining a receipt. If travel expenses are questioned, the
burden of proof rests with the traveler to prove the validity of those expenses and that
they were necessary to the conduct of official business.

(b) Retention of Receipts. When using the eTS, required receipts must be electronically
submitted with the travel claim. Before submitting/signing, the traveler or travel arranger
must verify that the electronic images of the receipts are legible. When receipts cannot
be submitted electronically and legibly, they must be retained by the traveler or
DOE M 552.1-1A 29 (and 30)
2-17-06 Part 301-11, Subchapter B, Subpart A

approving official for a period of 6 years and 3 months from the date travel was
completed.

DOE301-11.26. PER DIEM RATE ADJUSTMENT REQUESTS. Travel coordinators may


request a review of areas where experience indicates that the standard CONUS (continental
United States) rate is inadequate. The request should be submitted to the CFO, who will request
the General Services Administration to review the subsistence costs. The requests must include
a city or place designation, a description of the surrounding location involved (county or other
defined area), and a recommended rate supported by a statement explaining the circumstances
that cause the existing rate to be inadequate. The request must also contain an estimate of the
annual number of trips to the location, the average duration of such trips, and the primary
purpose of travel to the location.

DOE301-11.31. ADDITIONAL MISCELLANEOUS EXPENSES.

(a) Travelers on TDY involving 4 or more consecutive nights of lodging may be reimbursed
up to $5 for laundry, pressing, and dry cleaning for each night of official travel where
lodging is claimed, not to exceed 30 calendar days for any TDY assignment.
Reimbursement will be provided only for expenses incurred while on official travel, not
for expenses incurred when the employee returns to his/her residence.

(b) Travelers on extended TDY in excess of 30 days will not be entitled to this allowance
after the first 30 calendar days of the assignment or when they move into lodging which
contains laundry facilities, whichever occurs earlier.

(c) Individuals on Intergovernmental Personnel Act (IPA) assignments are not eligible for
this allowance. See DOE M 321.1-1, Intergovernmental Personnel Act Assignments,
dated 8-24-00, for additional information regarding IPA assignments.

(d) Travelers on foreign travel are not entitled to this allowance. The meal and incidental
expenses, or M&IE rate for foreign travel already includes an additional amount equal to
10 percent of the combined lodging and meal costs to cover incidental travel expenses
such as laundry, dry cleaning, and pressing.
DOE M 552.1-1A 31
2-17-06 Part 301-11, Subchapter B, Subpart C

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-11. PER DIEM ALLOWANCES

Subpart CReduced Per Diem

DOE301-11.201. REDUCED PER DIEM TRAVEL SITUATIONS.

(a) General. When it can be determined in advance that in a specific situation, a travelers
subsistence expenses will be significantly less than the established per diem rate, the
authorizing official is to establish a reduced rate commensurate with the known expense
levels. That per diem rate is payable on the SF 1012 without receipts and/or itemization
by the employee. Below are examples of situations where reduced rates may be
appropriate.

(b) When subsistence items are furnished.

(1) By the Government. When all or part of the meals and/or lodging is furnished by
the Government at no cost or at a nominal cost to the employee, the per diem rate
or the M&IE rate, as appropriate, is to be reduced to a daily amount
commensurate with the remaining expenses expected to be incurred by the
employee. If a reduced per diem rate was not authorized in advance of the travel,
deductions for items furnished must be made from the per diem payable on the
SF-1012.

(2) By a non-Federal source. When partial payment of an employees (or the


accompanying spouses) subsistence expenses has been accepted from a
non-Federal source, a reduced per diem rate should be set to cover the known
remaining subsistence expenses (see FTR Chapter 304). See the appropriate
contact at the Office of General Counsel, Assistant General Counsel for General
Law (GC-77), for further comments on acceptance of non-Federal source travel.

(c) Extended stays. When a travel assignment involves a stay in excess of 30 days at a TDY
site and the traveler or DOE is able to arrange lodging and/or meals at lower costs, the
per diem rate must be reduced accordingly by taking into account any reduced costs of
lodging or meals. The rate should not be more than 55 percent of the applicable per diem
rate for the locality. Payments above this level (not to exceed the maximum per diem
rate) must be fully justified.

(1) Lodging. To determine the lodging portion of an appropriately reduced rate for
the assignment, the authorizing official should determine whether the traveler will
be able to obtain lodging at a reduced cost either through weekly or monthly
rentals of a hotel/motel room, extended stay facility, or apartment.
32 DOE M 552.1-1A
Part 301-11, Subchapter B, Subpart C 2-17-06

(2) Meals. When kitchen facilities are included in the rental cost or when meals are
otherwise available at reduced costs, the meal portion of the reduced rate should
be set at an amount less than the M&IE allowance, generally 30 percent of M&IE,
unless a higher rate can be substantiated by the traveler.

(3) Recommending a rate in advance of travel. When there is sufficient time before
the beginning of an extended assignment, the employee should make inquiries at
the TDY location to find out what lodging options are available. Inquiries may be
directed to other DOE personnel in the area, any servicing travel management
center, the local chamber of commerce, and apartment rental firms and similar
companies. Based on this effort, the employee should submit an itemization of
the estimated subsistence expenses for the approving officials determination of
an appropriately reduced per diem rate.

(4) Recommending a rate after travel begins. If the employee does not have enough
time before starting the assignment to obtain reduced lodging or to make
inquiries, the lodgings plus per diem may be authorized for a short period
(generally less than 30 days). Before the end of that period, a reduced fixed rate
for the remainder of the assignment can be authorized based on a review of the
expenses incurred by the employee during the first period of the assignment. The
reduced rate would apply from the effective date of the amended travel
authorization to the end of the TDY.

DOE301-11.202. PER DIEM RATES FOR EXTENDED TRAINING.

(a) The Government Employees Training Act (5 U.S.C. 41014118) authorizes Agencies to
pay all, none, or part of the subsistence expenses of an employee assigned to training at a
TDY station. Specific additional information relative to entitlements and responsibilities
with respect to training is available from employees human resources offices.

(b) Generally, a reduced rate will be set for an extended training assignment, taking into
account additional subsistence costs of the assignment. The rate may not be more than
55 percent of the applicable per diem rate for the locality. Subsistence payments above
this level (not to exceed the maximum per diem rate) must be fully justified. In addition
to Departmental guidance, officials should refer to the guidelines in 5 CFR 410.403 for
assistance in determining appropriate subsistence payments.

DOE301-11.204. RECOMMENDING PER DIEM RATES FOR DEPARTMENT


SPONSORED EVENTS. Whenever a DOE organization arranges a meeting, conference, or
similar event that will involve the travel of attendees from other Agencies or other DOE
organizations, and reduced lodging and/or meal cost has been arranged at the event site, the
sponsoring organization will recommend a reduced per diem rate to the other participating
Agencies or organizations to help achieve uniform treatment of attendees.

DOE301-11.205. REDUCED PER DIEM RATES FOR IPA ASSIGNMENTS. An IPA


assignee may receive a reduced per diem allowance while at the assignment location. The per
diem allowance will cover only the individual on the IPA assignment.
DOE M 552.1-1A 33 (and 34)
2-17-06 Part 301-11, Subchapter B, Subpart C

(a) Per diem allowances for IPA assignments will be based on surveys of lodging and
subsistence costs at the assignment location.

(b) When developing the per diem allowance for a specific IPA assignment, the maximum
rate for lodging should not exceed 55 percent of the TDY lodging allowance for the
assignment location. In addition, the rate should be based on prevailing rental costs for a
furnished efficiency or one-bedroom apartment for a period equal to the length of the
assignment. Higher costs associated with larger accommodations or luxury apartments
and services are the responsibility of the assignee and should not be used as part of the
rate reimbursed to the assignee.

(c) When kitchen facilities are included in the rental cost or when meals are otherwise
available at reduced costs, the meal portion of the reduced rate should be set at an amount
less than the M&IE allowance, generally 30 percent of M&IE, unless a higher rate can be
substantiated by the traveler.

(d) Although the assignee is not required to submit lodging receipts, reimbursement is
contingent on the use of commercial lodging. Assignees lodging with friends and
relatives will be reimbursed the subsistence amount but not the lodging portion of the per
diem allowance. While lodging receipts are not required, they may be requested to
substantiate the amount claimed when the assignees voucher is audited.

(e) On any day the assignee is on annual leave for 4 hours or more or at his/her permanent
residence, the per diem allowance will not be paid.

(f) On any day the assignee is on official travel away from the assignment location, the
subsistence portion of the per diem allowance will be deducted, since meals and
incidental expenses will be paid as part of the travel per diem.
DOE M 552.1-1A 35
2-17-06 Part 301-11, Subchapter B, Subpart D

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-11. PER DIEM ALLOWANCES

Subpart DActual Expenses

DOE301-11.301. APPROVAL AND AUTHORIZATION. See DOE O 552.1

Subpart ELeave and Interrupted Travel

DOE301-11.400. GENERAL RULES.

(a) Requesting and documenting leave. Annual leave is subject to official approval of the
time the leave is taken. Annual leave should be requested in advance and documented on
the travel authorization. When leave of absence of any kind is taken while in travel
status, the exact hour of departure from and return to duty status must be documented on
the SF-1012.

(b) Subsistence allowances. Per diem or actual expense allowance is not authorized during
any period of annual leave taken while on official travel.

DOE301-11.402. INDIRECT ROUTE OR INTERRUPTED TRAVEL. If travel is


interrupted or deviates from the direct route for the travelers personal convenience or through
the taking of leave, the subsistence and transportation expenses allowed may not exceed that
which would have been incurred on uninterrupted travel by a usually traveled route. When filing
a voucher, the traveler must provide a cost comparison to show what was authorized versus the
actual travel that took place.

DOE301-11.403. TDY WHILE ON LEAVE.

(a) Leave terminated after TDY. An employee whose leave is terminated to perform TDY
and who then is required to return to the official duty station will be reimbursed the cost
of travel from the leave point to the TDY station and return to the official duty station.

(b) Authorization before departure. When a traveler is authorized to travel to a TDY


station and return to the official duty station before departure on annual leave, the traveler
may be reimbursed travel expenses not to exceed the cost of direct round-trip travel from
the official duty station to the TDY station.

(c) Leave resumed after TDY.

(1) Other than official duty station. An employee on leave who is directed to perform
TDY and is permitted to return to the leave point may be authorized
reimbursement of the official travel expenses up to the round-trip cost that would
have been incurred had the travel originated from the permanent duty station.
[Comptroller General, B-211701 (November 29, 1983).]
36 DOE M 552.1-1A
Part 301-11, Subchapter B, Subpart D 2-17-06

(2) Official duty station. An employee who, while on leave, is directed to return to
his or her official duty station and is permitted to resume leave at the place where
the leave was interrupted may be entitled to reimbursement of the round-trip
expenses between the place of leave and the official duty station. Such expenses
may be reimbursed even when it is known before granting leave that it will be
necessary and advantageous to the Government to interrupt the employees leave
for the official business. [Comptroller General, B-168415 (December 26, 1972).]

DOE301-11.405. ABANDONMENT OF TRAVEL. An employee who, while en route to a


TDY point, abandons travel for a reason other than incapacitating illness, injury, or a personal
emergency situation as covered in Part 301-30 may be entitled to subsistence allowance and
transportation expenses only to the point at which the official travel was abandoned. Entitlement
to travel expense reimbursement will be at DOE discretion based on a review of the
circumstances.
DOE M 552.1-1A 37
2-17-06 Part 301-12, Subchapter B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-12. MISCELLANEOUS EXPENSES

DOE301-12.1. ITEMIZATION. All requests for reimbursement of miscellaneous expenses


will identify each expense item and the amount being claimed on the voucher.

DOE301-12.2. SHIPMENT OF BAGGAGE.

(a) Definitions.

(1) Baggage. Baggage is the Government property and the travelers personal
property needed to meet the purposes of the official travel. Such property does
not include household effects and recreational equipment.

(2) Excess baggage. Baggage in excess of the weight, number of pieces, or size that
is carried free by the carrier is considered to be excess.

(b) Authorization for excess baggage. Where less than first-class travel accommodations
are used, transportation of baggage up to the number of pieces or weight carried free on
first-class service will be allowed. In all other instances specific authorization is required
for the excess baggage.

(c) Air transportation charges for excess baggage. As a general rule, travelers will pay
cash or use their DOE travel charge cards for excess baggage charges on domestic
airlines.

(d) Selection of transportation service. When the total weight of Government property and
personal effects or other property needed by the traveler exceeds the baggage allowance,
the excess weight of Government property may be shipped by parcel post. If parcel post
is not appropriate, the traveler may ship by freight or express if either of these less costly
means of shipment is suitable. The excess weight of Government property must not be
sent as accompanied baggage or express shipment when ordinary freight service will
meet official needs. This requires that consideration be given to the probable cost of
collecting and delivering the shipment and the time required for transport.

(e) Government bill of lading method.

(1) General. Express and freight shipments generally will be made on Government
bills of lading unless this process will interfere with the official purposes of the
trip. Charges on shipments made on Government bills of lading must not be paid
by travelers.

(2) Government bill of lading not accepted. When acceptance of shipment by


Government bill of lading is refused, payment may be made by the employees
38 DOE M 552.1-1A
Part 301-12, Subchapter B 2-17-06

DOE travel charge card or a Government purchase card. A record of the refusal
will be included with the SF-1012 along with the carriers receipt or information
showing the original point of shipment, destination, number of packages, contents
(with separate weight of each package), rate, and total charges.

DOE301-12.3. COMMUNICATIONS SERVICES. Telephone, telegraph, cable, Internet, and


other communication services may be used for official business incident to travel situations in
accordance with Departmental information resource management policies and the guidance in
this section. Communication expenses needed to reserve or arrange transportation service are
considered transportation expenses and may be allowed.

(a) Long distance calls. Long distance calls made during travel are to be made using
Government telephone services as listed below. Only when such services are not
available will commercial service be authorized.

(1) Toll-free calls. The most significant calling resources available to travelers are
the toll free 800 numbers for calls to Departmental offices and voice mail
systems. Important toll free numbers should be included on travel authorizations
and on itineraries issued by Departmental travel management centers. Travelers
using these numbers may be reimbursed for any telephone line access charges
imposed by hotels or motels.

(2) Federal telephone calling cards. Frequent travelers who have occasion to make
official calls to sites without toll free numbers should request FTS2001 calling
cards through their administrative personnel. Employees who travel only
occasionally need to arrange for calling cards to carry on individual trips. Calling
cards will not be used for personal calls during official travel.

(3) Air and train telephone service. These services tend to be costly as compared to
standard service and should be avoided whenever possible. If required, travelers
should use services offering Federal Government discounts by arrangement with
the General Services Administration.

(4) Calls home. Travelers may be reimbursed for expenses for the following long
distance personal telephone calls:

(i) an employee in travel status for at least 1 night within the continental
United States is allowed a maximum reimbursement for calls not to
exceed $4.00 per day or $12.00 per week,

(ii) an employee in travel status for at least 1 night outside the continental
United States is allowed a maximum reimbursement for calls not to
exceed $8 per day or $24 per week, or

(iii) telephone reimbursement maximums include line access (or similar)


charges and taxes.
DOE M 552.1-1A 39 (and 40)
2-17-06 Part 301-12, Subchapter B

(b) Local calls. Charges for official local telephone calls are reimbursable. Itemization of
such calls is not required. Only the total amount spent for local calls during the travel
period needs to be entered on the voucher.

NOTE: Low-cost personal prepaid calling cards can be purchased at various locations such as
convenience stores, gas stations, drug stores, grocery stores, and Internet Web sites.
DOE M 552.1-1A 41 (and 42)
2-17-06 Part 301-13, Subchapter B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-13. TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS

DOE301-13.4. DOCUMENTING SPECIAL NEEDS.

(a) General. Officials authorizing travel will ensure that special accommodations needed for
their employees with disabilities or other special needs are available as set forth in the
special travel-related requirements. Authorizing officials should consult with the
appropriate human resources directors or other appropriate medical personnel when
questions relative to a disability or special needs accommodation arise.

(b) Premium-class transportation service.

(1) Disability. When first-class or business-class transportation service is needed to


accommodate an employee with a disability, the disability must be substantiated
in writing by a qualified medical authority. Such documentation must be no older
than 2 years.

(2) Other special needs. For an employee with other special needs (weight, height,
etc.), written substantiation of the condition and the need for first-class or
business-class service may be obtained from the travel authorizing official.
Substantiations for first-class or business-class service under this section will be
forwarded to the appropriate authorizing official in the same manner as other
requests for premium service.
DOE M 552.1-1A 43
2-17-06 Part 301-30, Subchapter B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-30. EMERGENCY TRAVEL

DOE301-30.2. PERSONAL AND FAMILY EMERGENCIES

(a) Personal emergencies include the death, serious illness, or injury of a member of the
employees family or a catastrophic occurrence or impending disaster such as fire, flood,
or act of God that directly affects the employees family or home at the official duty
station and that occurs while the employee is at, or en route to or from, a TDY location.

(b) Family is immediate family as defined in the FTR; however, when justified on a
case-by-case basis, the head of a Departmental element may expand this definition to
include a member of an employees extended family in consideration of

(1) the extent of the emergency,

(2) the employees relationship to the individual involved in the emergency, and

(3) the degree of the employees responsibility for the individual involved in the
emergency.

In such an instance, the officials written determination will be submitted as support for
the travelers claim.

DOE301-30.6. ALLOWABLE TRAVEL EXPENSES.

(a) Return to official duty station. When the travel expenses are for the purpose of
returning to the official duty station or home due to illness, injury, or personal emergency
before completion of the TDY assignment, necessary transportation and per diem
expenses, when approved, may be paid. Once the employees health has been restored,
or the personal emergency has been resolved and the employee has returned to the
official duty station, the approving and authorizing official may determine that it is in the
Governments interest to return the traveler to the TDY location from the official duty
station. In this instance, the return will be considered a new travel assignment at
Government expense.

(b) Travel to alternate location and return to TDY. When travel expenses involve travel
to an alternate location to obtain medical services or to attend to a personal emergency
and a subsequent return to the TDY assignment, reimbursement may be approved or
authorized for certain excess travel costs. Payment may be allowed when approved for
the actual costs of travel (transportation and per diem while en route). Such costs are
approved from the point that the official travel was interrupted to the alternate location
and return to the TDY assignment over the constructive costs of round-trip travel
between the official duty station and the alternate location. Per diem is not payable at an
44 DOE M 552.1-1A
Part 301-30, Subchapter B 2-17-06

alternate location. When medical services are needed, the nearest hospital or medical
facility capable of treating the employees illness or injury will be used and not be
considered an alternate location. When an employee travels under medical evacuation
insurance, there is no additional cost to the employee or DOE.

DOE301-30.7. APPROVAL OF TRAVEL INTERRUPTION. When an employee


discontinues or interrupts a TDY travel assignment before its completion because of
incapacitating illness or injury, or when the interruption is caused by a personal emergency, the
travelers second level of supervision must approve reimbursement of transportation and per
diem expenses.
DOE M 552.1-1A 45 (and 46)
2-17-06 Part 301-31, Subchapter B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter BAllowable Travel Expenses

PART 301-31. THREATENED LAW ENFORCEMENT/INVESTIGATIVE


EMPLOYEES

DOE301-31.1. LIFE THREATENING SITUATIONS. Transportation and subsistence


expenses in connection with temporary living accommodations may be paid to an eligible
employee only when the situation clearly poses a legitimate and serious threat to life. As time
permits, this determination should be made in consultation with the Office of Security and Safety
Performance Assurance and, where appropriate, officials of the Criminal Division of the U.S.
Department of Justice.

DOE301-31.13. PERIODS FOR WHICH PAYMENTS MAY BE MADE. An initial period


of up to 60 days may be authorized. The initial period may be extended by additional periods
when clearly justified.

DOE301-31.16. REEVALUATION OF JUSTIFICATION FOR TEMPORARY LIVING


ACCOMMODATIONS. The authorizing official must reevaluate the conditions justifying
payment of subsistence to the threatened employee at least every 30 days to ensure that
continued payment is warranted.

DOE301-31.17. PROTECTING TRAVEL DOCUMENTS. The authorizing official will


contact the accounting service center before issuing a travel authorization to help ensure that the
processing of needed authorization and payment documents does not compromise the security of
the threatened employee or family.

DOE301-31.18. RELOCATING THE EMPLOYEE. The authorizing official must consider


the option of permanently reassigning a threatened employee. This is particularly important
when an employee is expected to be in temporary living accommodations for 120 days or more.
In every case, the official should determine the seriousness of the threat, disruptions to DOE and
family, and alternative costs of a change of station.

DOE301-31.19. AUTHORIZING PAYMENTS TO THREATENED EMPLOYEES AND


FAMILY.

(a) Heads of Departmental Elements. Heads of Departmental elements may authorize


transportation and subsistence allowance payments to threatened employees for
temporary living accommodations for initial periods of up to 60 days at appropriate
locations. This authority may not be delegated.

(b) Secretary, Deputy Secretary, and Under Secretaries. Payments involving employee
relocation and additional temporary living accommodation periods (i.e., extensions of
initial periods) may be authorized only by the Secretary, Deputy Secretary, an Under
Secretary, or the Administrator or Principal Deputy Administrator of the National
Nuclear Security Administration.
DOE M 552.1-1A 47 (and 48)
2-17-06 Part 301-51, Subchapter C, Subpart B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter CArranging for Travel Services, Paying Travel Expenses,


and Claiming Reimbursement

PART 301-51. PAYING TRAVEL EXPENSES

Subpart BPaying for Common Carrier Transportation

DOE301-51.102. CASH PURCHASES OVER $100.

(a) Reimbursement for unauthorized cash purchases. Unauthorized cash purchases


generally include those made by travelers who are unaware of the proper procedures for
purchasing common carrier transportation and travelers who do not have DOE travel
charge cards. Those persons may include new employees, advisory board members,
consultants, interviewees, and others traveling at the invitation of the Department.
Additionally, employees traveling in foreign countries where airlines do not accept credit
cards may be required to use cash. When approved in these situations, full
reimbursement for the transportation may be warranted. In all other instances,
reimbursement will be limited to either the cost of the ticket or the Government contract
fare, whichever is less.

(b) Special requirements.

(1) Certifications. Both the traveler and the approving official must certify on the
cash purchase form justification for a cash purchase.

(2) Travel vouchers. Approved cash purchase vouchers and supporting documents
are to be maintained in the same manner as prescribed in DOE301-11.25(b),
Retention of Receipts.

(3) Approval process. Travelers must submit a copy of the signed Request for
Approval of Cash Purchase of Transportation in Excess of $100, the travel
authorization, and a copy of the transportation receipt (ticket stub or e-ticket
confirmation e-mail) to the Director, Office of Financial Policy, NNSA Associate
Administrator for Management and Administration, or the head of the field
element, as appropriate, for approval. A sample request form is shown at the end
of this section.
DOE M 552.1-1A 49 (and 50)
2-17-06 Part 301-51, Subchapter C, Subpart B

REQUEST FOR APPROVAL OF CASH PURCHASE OF


TRANSPORTATION IN EXCESS OF $100

Name of Traveler:

DOE Organization and Location:

Date of Cash Purchase:

Amount: $

Reason for Cash Purchase (for example, why DOE travel charge card was not used):

______________________________________
Travelers Signature Date

______________________________________
Requesting Officials Signature and Title Date

Approved:

Disapproved:

Approving Officials Signature Date


DOE M 552.1-1A 51 (and 52)
2-17-06 Part 301-51, Subchapter C, Subpart C

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter CArranging for Travel Services, Paying Travel Expenses,


and Claiming Reimbursement

PART 301-51. PAYING TRAVEL EXPENSES

Subpart CReceiving Travel Advances

DOE301-51.204. FUNDING TRAVEL BY ATM. The Department will not generally


authorize cash payments (direct deposit or check) to employees for anticipated cash transaction
expenses. Instead, employees are expected to use their DOE travel charge cards to obtain cash
from automated teller machines (ATMs) during travel. The cash amount appropriate for a trip is
included on the travel authorization. Based on this amount, travelers are to claim ATM
processing fees on their vouchers as reimbursable expenses. Special requests for ATM
withdrawals that exceed DOEs daily limit should be directed to the respective DOE travel
charge card program coordinator. Employees whose DOE travel charge cards have been
suspended or canceled due to delinquency or misuse are generally not provided cash advances
for travel expenses. However, on a case-by-case basis, such employees may be provided an
advance of funds in accordance with the local procedures or the respective bargaining unit
agreement. Requests for cash advances must be sent to the Director, Energy Finance and
Accounting Service Center (EFASC), Accounting Operations Division. Each Power Marketing
Administration (PMA) will designate an approval level for the request of an advance. ATM fees
using a personal credit/debit card or ATM card are not reimbursable.
DOE M 552.1-1A 53 (and 54)
2-17-06 Part 301-52, Subchapter C

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter CArranging for Travel Services, Paying Travel Expenses,


and Claiming Reimbursement

PART 301-52. CLAIMING REIMBURSEMENT

DOE301-52.3. SUBMITTING TRAVEL CLAIMS.

(a) Time to submit. In most instances, vouchers for both TDY and local travel must be
submitted electronically. The timelines for the submission of travel claims are as
follows.

(1) TDY travel vouchers (i.e., SF-1012s)employees should submit within


5 workdays after returning from travel and at least every 30 days during periods
of continuous travel.

(2) Local Vouchersbecause the Department must pay a fee for each local voucher,
where possible, a claim for local travel should contain several trips or expenses
and be submitted at least 30 days from the date of the first expense.

(b) Processing claims. The Department uses an electronic processing system as the standard
method of travel claims settlement. Claims should normally be settled within 3 workdays
of receipt of information by the accounting service center. Payments will be made
electronically.

(c) Maintaining receipts. Travelers must keep travel authorizations, vouchers, and receipts
with their claims as prescribed in DOE301-11.25(b) Retention of Receipts.
DOE M 552.1-1A 55 (and 56)
2-17-06 Part 301-53, Subchapter C

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter CArranging for Travel Services, Paying Travel Expenses,


and Claiming Reimbursement

PART 301-53. PROMOTIONAL MATERIALS AND


FREQUENT TRAVELER PROGRAMS

DOE301-53.1. RECEIPT OF PROMOTIONAL MATERIALS AND FREQUENT


TRAVELER BENEFITS.

(a) Ownership. Any promotional materials or benefits received from a travel service
provider in connection with official travel may be retained for personal use if such
benefits are obtained under the same conditions as those offered to the general public at
no additional cost to the Government. Therefore, at the employees option, frequent
traveler benefits may be used to upgrade to premium-class travel accommodations
without DOE approval.

(b) Establishing a frequent traveler account. It is the responsibility of each traveler to


communicate directly with a service provider to establish his/her frequent traveler
promotional benefits account. Any associated costs are to be paid by the traveler and are
not reimbursable.

DOE301-53.2. PARTICIPATION IN GAIN-SHARING PROGRAMS. Heads of


Departmental elements will issue guidance to all organizational levels under their purview
regarding participation in frequent traveler and gain-sharing programs. Guidance will be based
on the following:

(a) encouraging travelers to join frequent traveler programs;

(b) implementing an incentive awards program (gain-sharing) to encourage employees to


participate in Frequent Flyer programs, convert frequent flyer miles into free airline
tickets for use in official travel, and receive a cash award based on the savings achieved;
and

(c) using some benefits (e.g., business-class upgrades and memberships in executive clubs)
as incentives for employee participation.
DOE M 552.1-1A 57
2-17-06 Part 301-74, Subchapter D

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter DAgency Responsibilities

PART 301-74. CONFERENCE PLANNING

DOE301-74.1. CONFERENCE MANAGEMENT RESPONSIBILITIES.

(a) The CFO exercises oversight of conference management for the Department. Refer to
DOE O 110.3, Conference Management, dated 11-3-99, for guidance with respect to
conference management.

(b) The CFO provides fiscal guidance on the funding of conferences and related activities.

(c) The Assistant General Counsel for General Law has responsibility for ethics and
appropriations law issues involving conference attendance, sponsorship, participation,
and miscellaneous receipt issues resulting from the collection of registration fees,
exhibitor fees, and other funds received in connection with a conference sponsored by
DOE or a DOE contractor.

(d) Heads of Departmental elements must follow DOE O 110.3, which defines requirements
and responsibilities for managing conferences sponsored by DOE. This Order must be
used in conjunction with FTR 301-74 to ensure compliance with existing Federal
regulations and guidance.

DOE301-74.8. CONFERENCE LODGING ALLOWANCE. The head of the Departmental


element sponsoring the conference will make the determination that a conference lodging
allowance is necessary. This determination must be made in writing and included with the
documentation required by DOE O 110.3. Delegation of this authority may be made to the
principal deputy only.

DOE301-74.11. LIGHT REFRESHMENTS AT OFFICIAL CONFERENCES.

(a) An official conference, as defined in DOE O 110.3, is a meeting, seminar, retreat,


symposium, or similar event that involves official travel. DOE employees traveling to a
site to discuss the status of the work being performed are not considered to be attending a
conference. Additional exclusions from coverage under this section are listed in
paragraph 3c of DOE O 110.3.

(b) Light refreshments cannot be provided under the FTR at a conference with attendees only
from the local commuting area. The authority to provide light refreshments under the
FTR applies only to conferences or meetings that involve TDY travel by a majority of the
attendees. The sponsoring organization will fund the light refreshments. Organizations
may provide light refreshments within the local commuting area under the Government
Employees Training Act. Please contact the Office of Financial Policy with any
questions.
58 DOE M 552.1-1A
Part 301-74, Subchapter D 2-17-06

(c) There is no statutory authority for the Department to fund light refreshments for
non-Federal travelers/attendees. The authority to provide free light refreshments
applies only to conferences where all attendees are Federal employees.
DOE M 552.1-1A 59
2-17-06 Part 301-75, Subchapter D, Subpart A

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter DAgency Responsibilities

PART 301-75. PREEMPLOYMENT INTERVIEW TRAVEL

Subpart AGeneral Rules

DOE301-75.2. RESPONSIBILITY TO DETERMINE ELIGIBILITY.

(a) The Director, Office of Human Capital Management, has determined that each DOE site
will develop guidance to establish the eligibility of individuals for preemployment
interview travel expenses. For Headquarters, this guidance has been developed by the
Director, Office of Human Capital Management.
(b) Program officials with authority to authorize travel who wish to allow preemployment
interview travel in connection with vacant positions under their cognizance should
consult with their servicing human resources offices before exercising their authority.
Implementation guidance appropriate to their locations is needed to identify individuals
eligible for travel allowances.
DOE301-75.3. INITIATING PREEMPLOYMENT INTERVIEW TRAVEL. Eligible
interviewees may be authorized many of the allowances afforded Government personnel for their
travel under conditions set out in the FTR, this Manual, and local implementation guidance.
Generally, a vacancy announcement or other official notification is issued stating the
organizations intent to authorize travel. Any reimbursement limitations must be specifically
stated on the interviewees travel authorization. In addition, an invitational letter will be
prepared for each interviewee. A sample letter is included at the end of this section.
DOE301-75.4. REQUIREMENTS AND RESPONSIBILITIES.
(a) Travel authorizing official. The official authorizing travel will
(1) prepare the preemployment interview letter to inform the interviewee of the
Departments pertinent travel rules and procedures (see sample letter in this
subpart);
(2) provide the interviewee with a list of accommodations approved by the Federal
Emergency Management Agency in the vicinity of the interview and encourage
the interviewee to stay in a listed facility (information readily available through
the servicing travel management system);
(3) ensure that the interviewee is aware that he or she is responsible for any additional
expenses incurred because of personal convenience or preference;
(4) inform the interviewee that DOE will not pay for excess costs resulting from
travel via circuitous routes, delays, or luxury accommodations or for services not
necessary or justified to travel to the interview; and
60 DOE M 552.1-1A
Part 301-75, Subchapter D, Subpart A 2-17-06

(5) advise the interviewee that he or she is expected to exercise the same care in
incurring expenses that a prudent person would exercise if traveling at personal
expense.

DOE301-75.5. SOURCES OF FUNDS. Payment for transportation by common carrier, other


than for local travel, will be by centrally billed account through a Government contracted travel
management center. The interviewee will pay all other authorized expenses, which will be
reimbursed using an SF-1012. Interviewees are not authorized travel advances or DOE travel
charge cards.
DOE M 552.1-1A 61 (and 62)
2-17-06 Part 301-75, Subchapter D, Subpart A

SAMPLE LETTER TO ACCOMPANY INVITATIONAL TRAVEL AUTHORIZATION


FOR
PREEMPLOYMENT INTERVIEW

Ms. Susan L. Hart


14 Edinburgh Drive
Wallacetown, PA 15255

Dear Ms. Hart :

This letter is to provide you with additional information about your invitation to travel for a
preemployment interview with Mr. John Hussick with the Office of Super Fuel as set out
in the enclosed travel authorization. You should plan your travel to arrive at 132 Hudson
Street, NW, Room 4112, Washington, DC, by 1 p.m. on April 29, 200X .

If you are authorized to travel by commercial air and we have not enclosed a ticket or
information for picking up a prepaid ticket, please contact us at one of the telephone numbers
listed below.

For overnight travel, you will be entitled to a per diem allowance not to exceed that indicated on
the travel authorization. The per diem is based on your actual cost of lodging, not to exceed the
amount shown on the authorization plus the fixed amount for meals and incidental expenses
(M&IE).

If you choose to drive your private auto, you are entitled to a mileage allowance of xx.x cents
per mile. If auto travel has not been authorized as advantageous to DOE, your reimbursement
will be limited to the cost to send you by common carrier.

Please keep a record of all your travel expenses and make sure you get receipts for your lodging
and all other expenses of $75 or more. You will be assisted in preparing your travel claim during
your visit. If you need additional information, please contact me at 202-586-2222 or the
Travel Coordinator for the Office of Super Fuel, Leslie Wilston , who can be reached at
202-586-4555 .

Jo Anne Little, Director


Interviewing Office

Enclosure
Travel Authorization No. 58686
DOE M 552.1-1A 63 (and 64)
2-17-06 Part 301-75, Subchapter D, Subpart B

CHAPTER 301TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter DAgency Responsibilities

PART 301-75. PREEMPLOYMENT INTERVIEW TRAVEL

Subpart BTravel Expenses

DOE301-75.100. ALLOWABLE REIMBURSEMENTS. The interviewing office may


authorize allowances for all or part of the interviewees travel expenses. These are the same
categories of travel allowances to which a Federal employee would be entitled, including those
for an employee with special needs, except that

(1) expenses for communication services will be limited to those incurred while
making travel arrangements and

(2) expenses are not authorized for hiring a room to transact official business. The
specific expenses that will be allowed an interviewee must be stated on the
vacancy announcement and set forth clearly in the invitation and travel
authorization. If a decision is made to pay either subsistence or common carrier
transportation allowances, but not both, the full amount of the expense (either
subsistence or transportation) to which a DOE employee would be entitled will be
allowed.

Subpart CObtaining Travel Services and Claiming Reimbursement

DOE301-75.200. USING COMMON CARRIER. Transportation tickets (using appropriate


contract carriers) may be obtained only from an authorized Department source (i.e., tickets or
e-tickets arranged by the interviewing office, prepaid tickets picked up at an airport, or tickets
obtained through a travel management center under contract to the Government). If the
interview trip is canceled or rescheduled after tickets are issued, the interviewee is liable for the
value of the tickets until they have been returned or accounted for on the SF-1012. A ticket
exchanged for one of lesser value must be supported by the carriers receipt or the ticket refund
application making the refund payable to the Department.

DOE301-75.205. REIMBURSEMENT CLAIMS. If the interviewee has been issued a travel


authorization and chooses to be reimbursed for travel expenses, he or she should keep a record of
all expenses to be claimed. Receipts are required to support expenses for lodging and all other
expenses that exceed $75 or more per item. The receipts will be presented with the SF-1012.
The travel authorizing official will ensure that assistance is provided as needed for preparing and
submitting the voucher.
DOE M 552.1-1A 65 (and 66)
2-17-06 Part 302-1, Subchapter A, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter AIntroduction

PART 302-1GENERAL RULES

Subpart AApplicability

DOE302-1.1. CRITERIA FOR EMPLOYEES TRANSFERRING IN THE INTEREST OF


THE GOVERNMENT. The criteria to determine whether a transfer is in the interest of the
Government are as follows.

(a) It is in the interest of the Government when

(1) the transfer is involuntary (i.e., the organization is relocating or the employee is
directed to relocate) or

(2) the transfer will facilitate a planned reorganization or restructuring activity within
an organization or

(3) the vacancy announcement or equivalent notice does not specify whether
relocation expenses will be paid or includes a statement that relocation expenses
will be paid and

(i) the distance between the employees old duty station and the new duty
station is at least 50 miles (acceptance of the position at a lower grade or
same grade does not affect the decision to reimburse relocation expenses,
however, an explanation of how it is in the interest of the government is
required) or

(ii) the distance is less than 50 miles and the conditions listed in DOE302-2.6
and FTR 302-2.6 are met.

(b) When a candidate initiates a request to relocate, and there is not a vacancy announcement
or equivalent notice and/or a determination has not been made that relocation expenses
will be paid, the transfer is primarily in the interest of the candidate, rather than in the
interest of the Government.
DOE M 552.1-1A 67
2-17-06 Part 302-2, Subchapter A, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter AIntroduction

PART 302-2EMPLOYEE ELIGIBILITY REQUIREMENTS

Subpart AGeneral Rules

DOE302-2.1. WHEN YOU MAY BEGIN YOUR MOVE. Employees must consult with their
relocation coordinator before incurring any relocation costs. The relocation coordinator will
provide the employee with the necessary forms (including the PCS Information Sheet) to be
completed so that estimates can be determined for the Travel Authorization. Although it is not
recommended, an appointee who has performed Presidential transition activities may initiate
relocation before obtaining an approved travel authorization. He/she will be reimbursed
allowable travel and transportation expenses incurred at any time following the most recent
Presidential election after signing a service agreement. However, the appointment must occur in
the same fiscal year as the Presidential transition activities.

DOE302-2.6. AUTHORIZATION OF SHORT DISTANCE RELOCATIONS (less than


50 miles). It is optional whether the head of a Departmental element or his/her designee
authorizes relocations for short distance moves under the conditions in FTR 302-2.6. For the
purposes of this section, it is in the interest of the Government when

(a) the position is listed in a local staffing plan as hard to fill or shortage category,

(b) the transfer is involuntary, or

(c) the transfer will facilitate a planned reorganization or restructuring activity within an
organization.

Service Agreements

DOE302-2.13. SERVICE AGREEMENT. To be eligible for relocation travel and allowances,


a signed service agreement is required. The required period of service is 12 months following
the effective date of transfer, overseas renewal agreement, or appointment. The service
agreement must include the following:

(a) employees name;

(b) effective date of transfer or appointment;

(c) employees actual place of residence at the time of appointment;

(d) in consideration of the payment of allowances incident to the relocation, the employee
agreeing to remain in service for a period of 12 months following the effective date of
transfer, appointment, or date of return from overseas tour renewal;

(e) employees new duty station;


68 DOE M 552.1-1A
Part 302-2, Subchapter A, Subpart A 2-17-06

(f) detailed information regarding the employees obligation to repay funds spent on his/her
relocation as a debt due to DOE if the service agreement is violated; and

(g) employees signature (including date signed) accepting the terms of the agreement.

DOE302-2.14. VIOLATION OF A SERVICE AGREEMENT. An employee who does not


fulfill the terms of a service agreement is indebted to DOE for all relocation expenses that have
been reimbursed to the employee or that have been paid directly by DOE. However, if the
reasons for not fulfilling the terms of the service agreement are beyond the employees control
and acceptable by DOE, the employee may be released from the service agreement and the
indebtedness waived. Examples of reasons beyond the employees control include, but are not
limited to, a reduction in force or a debilitating illness of the employee or an immediate family
member that the employee must care for on a full time basis. This determination rests with the
Chief Financial Officer (CFO), NNSA Associate Administrator for Management and
Administration, or heads of field elements for employees under the cognizance of their
respective organizations.

Advancement of Funds

DOE302-2.20. ADVANCE OF FUNDS FOR TRAVEL AND TRANSPORTATION


EXPENSES. Generally, funds will not be advanced. Employees are expected to use their DOE
travel charge cards for directly incurred expenses, or DOE reimburses the relocation services
company (RSC) directly. For employees who do not have DOE travel charge cards, requests for
cash advances must be forwarded to the Director, Energy Finance and Accounting Service
Center (EFASC), Accounting Operations Division. Each Power Marketing Administration
(PMA) will designate an approval level for the request of an advance.

Subpart BAgency Responsibilities

DOE302-2.106. WAIVER OF REGULATORY LIMITATIONS RELATING TO


RELOCATION ALLOWANCES FOR EMPLOYEES RELOCATING TO OR FROM
REMOTE OR ISOLATED LOCATIONS. The CFO, NNSA Associate Administrator for
Management and Administration, or heads of field elements may waive any regulatory relocation
allowance limitations for employees under the cognizance of their respective organizations
relocating to or from a remote or isolated location when determining that failure to waive the
limitation would cause undue hardship on the employee.
DOE M 552.1-1A 69
2-17-06 Part 302-3, Subchapter B, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter BRelocation Allowances

PART 302-3RELOCATION ALLOWANCE BY SPECIFIC TYPE

Subpart ANew Appointee

DOE302-3.2. NEW APPOINTEE OR STUDENT TRAINEE RELOCATION


ALLOWANCES AND ALTERNATIVES. Authorization of relocation allowances by the
approving official is optional. Once relocation allowances are authorized, all mandatory
allowances specified in FTR 302-3.2 must be authorized. Restrictions, such as a maximum
dollar amount, or not authorizing all mandatory allowances is not permissible. When deciding
whether to authorize relocation allowances, the approving official should consider such factors
as the availability of funds or offering a relocation incentive in lieu of relocation allowances.

Subpart CTypes of Transfers

Relocation of Two or More Employed Immediate Family Members

DOE302-3.200. EMPLOYEE AND IMMEDIATE FAMILY MEMBERS WHO ARE


EMPLOYEES TRANSFERRING TO THE SAME OFFICIAL STATION. If the employee
and immediate family members are DOE employees transferring to the same official station in
the interest of the Government, the allowances under this chapter apply to the employee
considered as head of the household and the other employees are eligible as immediate family
members.

Subpart DRelocation Separation

Senior Executive Service (SES) Separation for Retirement

DOE302-3.308. EMPLOYEE ARRANGING RELOCATION. An SES employee eligible


for last move home relocation expenses may make his/her own relocation arrangements in lieu
of using the RSC. Such employees should consult with their relocation coordinator to ensure
that they fully understand the limitations of their allowances and the reimbursement process.

DOE302-3.315. EXTENSION IN TIME TO BEGIN SEPARATION TRAVEL. The CFO,


NNSA Associate Administrator for Management and Administration, or heads of field elements
for employees under the cognizance of their respective organizations may grant an extension, up
to the maximum period stated in FTR 302-3.315 (currently 2 years), based on incapacitating
illness or other situations beyond the employees control and acceptable to DOE.

Subpart EEmployees Temporary Change of Station (TCS)

DOE302-3.404. CIRCUMSTANCES WHEN A TCS WILL BE AUTHORIZED. There are


no additional conditions to those stated in FTR 302-3.404.
70 DOE M 552.1-1A
Part 302-3, Subchapter B, Subpart E 2-17-06

DOE302-3.405. OPTION TO ELECT TCS OR PAYMENT OF PER DIEM. Employees do


not have the option of electing TCS or payment of per diem expenses. The determination is
made by DOE in accordance with FTR 302-3.404.

DOE302-3.409. MINIMUM DISTANCE BETWEEN OFFICIAL STATION AND TCS


LOCATION THAT MUST BE MET TO QUALIFY FOR A TCS. The distance requirement
for a TCS is consistent with the general distance requirement in FTR 302-1.1(b) for a
Permanent Change of Station (PCS) with no exceptions for short distance moves (FTR 302-2.6
and DOE302-2.6).

DOE302-3.410. SERVICE AGREEMENT FOR TCS. A signed service agreement is not


required.

Expenses Paid During Assignment

DOE302-3.414. REIMBURSEMENT FOR EXTENDED STORAGE OF HOUSEHOLD


GOODS (HHG). DOE may authorize extended storage of HHG on a case by case basis,
considering the needs of the employee and the costs associated with the extension.

Permanent Assignment to Temporary Official Station

DOE302-3.427. RELOCATION ALLOWANCES THAT DOE WILL PAY WHEN AN


EMPLOYEE IS PERMANENTLY ASSIGNED TO THE TCS LOCATION. When an
employee is permanently assigned to the TCS location, the approving official must authorize the
relocation allowances referenced in FTR 302-3.427. All conditions applicable to transferees
for PCS specified in Chapter 302 of the FTR and DOE Travel Manual, such as required approval
levels and allowances that are optional for the approving official to authorize, apply to this
section.
DOE M 552.1-1A 71 (and 72)
2-17-06 Part 302-4, Subchapter C, Subpart E

CHAPTER 302RELOCATION ALLOWANCES

Subchapter CPermanent Change of Station Allowances for Subsistence and


Transportation Expenses

PART 302-4ALLOWANCE FOR SUBSISTENCE AND TRANSPORTATION

SUBPART EDaily Driving Distance Requirements

DOE302-4.400. MINIMUM DAILY DRIVING DISTANCE. The minimum driving distance


is the same as the minimum specified in FTR 302-4.400.

DOE302-4.401. EXCEPTIONS TO DAILY DRIVING DISTANCE. The approving official


may authorize an exception to the daily driving requirement based upon written justifications for
reasons specified in FTR 302-4.401.

SUBPART FUse of More Than One Privately Owned Vehicle (POV)

DOE302-4.500. AUTHORIZATION OF MORE THAN ONE POV. It is optional whether


the approving official authorizes the maximum of two POVs when it is determined that it is
advantageous and cost effective to DOE. The following are examples of situations where two
POVs may be authorized.

(a) There are more members of the immediate family than can reasonably be transported
with luggage in one vehicle.

(b) Due to age or physical condition, special accommodations are required to transport a
family member in one vehicle and a second vehicle is required for other family members.

(c) An employee must report for duty ahead of the family for an acceptable reason, such as
completion of a school term, the sale of property, the settlement of personal affairs, the
disposal or shipment of HHG, or the temporary unavailability of adequate housing at the
new duty station.

(d) A member of the immediate family performs unaccompanied travel between authorized
points other than those for the employees travel.

(e) In advance of the employees reporting date, immediate family members must travel to
the new official station for acceptable reasons, such as to enroll children in school at the
beginning of the term.

SUBPART GAdvance of Funds

DOE302-4.600. ADVANCE OF FUNDS FOR PER DIEM AND MILEAGE


ALLOWANCES FOR PCS TRAVEL. See DOE302-2.20.
DOE M 552.1-1A 73 (and 74)
2-17-06 Part 302-5, Subchapter C, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter CPermanent Change of Station Allowances for Subsistence and


Transportation Expenses

PART 302-5ALLOWANCE FOR HOUSE HUNTING TRIP EXPENSES

Subpart AEmployees Allowance for House Hunting Trip Expenses

DOE302-5.6. CONDITIONS FOR RECEIVING A HOUSE HUNTING TRIP


ALLOWANCE. There are no additional conditions to those stated in FTR 302-5.6.

DOE302-5.11. DURATION OF HOUSE HUNTING TRIP. The approving official will


determine the appropriate duration of a house hunting trip, not to exceed 10 days, for an
employee that selects a per diem allowance under FTR 302-4. It is optional for the approving
official to authorize Temporary Quarters Subsistence Expenses (TQSE); however, when a house
hunting trip is authorized, the maximum allowable days for TQSE under the actual expense
method must be reduced by the number of days authorized for a house hunting trip. This
reduction is not required when the fixed amount (lump sum) is authorized for both house hunting
and TQSE.

DOE302-5.13. REIMBURSEMENT METHODS FOR HOUSE HUNTING TRIP


ALLOWANCE. When the employee requests to be reimbursed using the fixed amount (lump
sum) method, the paying organization consults with its relocation coordinator to determine the
estimated costs of actual versus lump sum. Based upon these costs and the factors in FTR
302-5.103, the paying organization decides whether to offer the employee the lump sum
method. If the employee accepts the offer for lump sum, the paying organization includes this
option on the Travel Authorization. This choice cannot be changed at a later date.

DOE302-5.14. AUTHORIZED MODE OF TRANSPORTATION. The relocation


coordinator will determine the mode of transportation that is advantageous to DOE.

DOE302-5.16. ADVANCE OF FUNDS FOR HOUSE HUNTING TRIP EXPENSES. See


DOE302-2.20.

Subpart BAgency Responsibilities

DOE302-5.102. AUTHORIZATION FOR A HOUSE HUNTING TRIP. It is optional


whether the approving official authorizes a house hunting trip under the conditions included in
FTR 302-5. A house hunting trip may be authorized when the circumstances indicate that a
house hunting trip is necessary. A house hunting trip may not be authorized for the purpose of
assisting the employee in deciding whether to accept the transfer.
DOE M 552.1-1A 75
2-17-06 Part 302-6, Subchapter C, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter CPermanent Change of Station Allowances for Subsistence and


Transportation Expenses

PART 302-6ALLOWANCE FOR TEMPORARY QUARTERS


SUBSISTENCE EXPENSES (TQSE)

Subpart AGeneral Rules

DOE302-6.6. AUTHORIZATION OF TQSE. It is optional whether the approving official


authorizes TQSE. The approving official must consider the factors in FTR 302-6.302,
302-6.303, and 302-6.304 before authorizing TQSE. Also, if a house hunting allowance was
authorized and used, the maximum TQSE allowance under the actual expense method must be
reduced by the number of days authorized for house hunting. This reduction is not required
when the fixed amount (lump sum) is authorized for both house hunting and TQSE.
Authorization of house hunting and TQSE is unusual and requires justification.

DOE302-6.7. ELIGIBILITY FOR TQSE. There are no additional eligibility requirements to


those stated in FTR 302-6.7.

DOE302-6.11. METHODS OF REIMBURSEMENT FOR TQSE. When the employee


requests to be reimbursed using the fixed amount (lump sum) method, the paying organization
consults with its relocation coordinator to determine the estimated costs of actual versus lump
sum. Based upon these costs and the factors in FTR 302-6.304, the paying organization decides
whether to offer the employee the lump sum method. When lump sum is offered, the employee
may elect to be reimbursed under the actual expense or lump sum reimbursement method. The
employee is not eligible for extensions of TQSE under the lump sum method. If the employee
elects lump sum, the approving official includes this option on the Travel Authorization. This
choice cannot be changed at a later date.

DOE302-6.15. ADVANCE OF FUNDS FOR TQSE. See DOE302-2.20.

Subpart BActual TQSE Method of Reimbursement

DOE302-6.104. AUTHORIZATION OF EXTENSIONS OF TQSE. The employee must


provide written justification to the approving official when requesting authorization to extend
TQSE. The approving official will determine the necessity of extensions in accordance with
FTR 302-6.104 and 302-6.105 before authorization.

DOE302-6.106. INTERRUPTION OF TQSE. The approving official will determine the


appropriate period of time allowed for interruption of TQSE in accordance with FTR
302-6.106 before authorization. The employee cannot claim TQ (lodging) costs for any day
during the period of interruption; therefore, when lodging costs continue to be incurred during
the interruption period, these costs should be distributed over the 30 days that can be claimed.
Example: TQ is authorized for 30 days beginning April 1st and an interruption is authorized
76 DOE M 552.1-1A
Part 302-6, Subchapter C, Subpart A 2-17-06

from April 8th thru April 10th. Lodging costs from April 1st to May 3rd were $100 per day or
$3,300 for the eligible period. Because employee lodging cannot be claimed during periods of
interruption, the daily cost would be $110 ($3,300/30 days).
DOE M 552.1-1A 77
2-17-06 Part 302-7, Subchapter D, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter DTransportation and Storage of Property

PART 302-7TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD


GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)

Subpart AGeneral Rules

DOE302-7.4. WEIGHT OF PBP&E. If the weight of PBP&E causes the lot of HHG to
exceed 18,000 pounds, the PBP&E may be treated as an administrative expense. For the excess
weight to be considered an administrative expense, the employee must submit an itemized list of
each professional book, paper, and equipment to the new supervisor for review. The new
supervisor must certify that the items are necessary for the employee to perform his/her job at the
new duty location before authorization.

DOE302-7.8. TIME LIMITATIONS FOR TEMPORARY STORAGE OF HHG. The


approving official authorizes extensions to the initial number of days authorized for the storage
of HHG in accordance with the guidelines in FTR 302-7.8 and 302-7.9.

DOE302-7.21. ARTICLES THAT MAY NOT BE SHIPPED AS HHG AT DOE


EXPENSE. Employees are not permitted to ship the following items as HHG:

(a) objects that do not belong to the employee or his/her immediate family;

(b) automobiles, trucks, vans, and similar motor vehicles; boats that cannot be transported in
a moving van (i.e., greater than 14 feet); airplanes or gliders that cannot be transported in
a moving van; camper trailers; and farming vehicles;

(c) live animals, birds, fowls, and reptiles;

(d) cordwood (i.e., firewood) or building materials;

(e) property for resale, disposal, or commercial use rather than for use by the employee or
immediate family, such as a line of cosmetics which the employee or a family member
sells;

(f) firearms, flammables, combustibles, explosives, corrosives, caustics, ammunition,


fireworks, and poisons;

(g) fuels, gasoline, kerosene, propane, varnish, aerosol cans, automotive oil, turpentine,
paints, matches, fertilizer, sand, cinder blocks, and bricks;

(h) articles which cannot be taken from the employees home without damage to the item,
house, or apartment;

(i) perishable goods, including refrigerated or frozen foods or live plants, unless the articles
will be transported no more than 150 miles and/or delivery will be completed within
78 DOE M 552.1-1A
Part 302-7, Subchapter D, Subpart A 2-17-06

24 hours after loading, the articles will not be stored, and no servicing or watering is
required during transit; and

(j) mobile homes unless shipped in lieu of HHG and will be used as the employees
residence at the new location (see FTR 302-10).

Subpart BCommuted Rate

DOE302-7.100. CALCULATION OF CHARGES FOR SHIPMENT AND TEMPORARY


STORAGE OF HHG. DOE will allow for the distance shown in standard highway mileage
guides or the Get Directions link on the Web site http://www.randmcnally.com.

DOE302-7.101. OBTAINING COMMUTED RATE SCHEDULE. Employees may contact


their relocation coordinators regarding any questions concerning the commuted rate schedules.

DOE302-7.102. MILEAGE DISTANCE UNDER THE COMMUTED RATE SCHEDULE.


DOE will allow for the distance shown in standard highway mileage guides or the Get
Directions link on the Web site http://www.randmcnally.com.

DOE302-7.105. ADVANCE OF FUNDS FOR TRANSPORTING HHG AND


TEMPORARY STORAGE. See DOE302-2.20.

Subpart CActual Expense Method

DOE302-7.200. EXCESS CHARGES PAID FOR TRANSPORTING HHG. If the shipment


exceeds the maximum allowable weight, the EFASC or the applicable PMA payment office will
bill the employee for the excess charges.
DOE M 552.1-1A 79 (and 80)
2-17-06 Part 302-8, Subchapter D, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter DTransportation and Storage of Property

PART 302-8ALLOWANCES FOR EXTENDED STORAGE OF


HOUSEHOLD GOODS

Subpart AGeneral

DOE302-8.1. AUTHORIZATION OF EXTENDED STORAGE OF HHG. All


requirements in FTR 302-8.1 are applicable, except (a)(2), since the limitation for the amount
of HHG shipped to an overseas official station is the same as the FTR limitations for CONUS
relocations.

Subpart BExtended Storage During Assignment to Isolated Locations


in the Continental United States

DOE302-8.101. CRITERIA FOR ISOLATED OFFICIAL STATION FOR PURPOSES


OF THIS PART. Assistant Secretaries, Deputy Assistant Secretaries, Deputy NNSA
Administrators, or NNSA Assistant Deputy Administrators are responsible for designating
isolated official stations (in accordance with FTR 302-8.101) where conditions exist for
allowing extended storage of HHG at DOE expense. Requests to designate an official duty
station should be directed to the Assistant Secretary, Deputy Assistant Secretary, Deputy NNSA
Administrator, or NNSA Assistant Deputy Administrator of the approving official organization.

DOE302-8.103. WHERE HHG MAY BE STORED. The relocation coordinator will


determine whether HHG will be stored at a Government or commercial facility in accordance
with the guidelines of FTR 302-8.103.

DOE302-8.108 AUTHORIZED TIME PERIOD FOR EXTENDED STORAGE OF HHG.


The approving DOE division/program office will conduct periodic reviews to determine whether
current housing conditions at an isolated official station warrant continuation of coverage. All
other conditions specified in FTR 302-8.108 apply to this section.

Subpart EAgency Responsibilities

DOE302-8.400(c). REIMBURSEMENTS FOR EXTENDED STORAGE OF HHG. The


employee is encouraged to make arrangements through the relocation coordinator in order to
take advantage of Government rates. In this case, DOE will pay directly for all allowable costs.
Otherwise, the employee will need to make his/her own arrangements and pay the vendor. The
employee can claim reimbursement by completing a Travel Voucher (SF 1012), or a DOE
system generated substitute, and submitting it with receipts to the approving official for
signature. (Note: Reimbursement will be limited to the amount that would have been paid using
Government rates.)
DOE M 552.1-1A 81
2-17-06 Part 302-9, Subchapter D, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter DTransportation and Storage of Property

PART 302-9ALLOWANCES FOR TRANSPORTATION AND EMERGENCY


STORAGE OF A PRIVATELY OWNED VEHICLE

Subpart AGeneral Rules

DOE302-9.7. AUTHORIZATION OF TRANSPORTATION OR EMERGENCY


STORAGE OF POV. For transferees, new appointees, or student trainees, it is optional
whether the approving official authorizes the transportation of a POV to the employees official
station. Transportation of a single POV may only be authorized when (1) there is a signed
service agreement and (2) it is in the interest of the Government based upon the factors in FTR
Subparts D and F of this Part. Written justification is not required. When the transportation of a
POV to an official station is authorized and the service agreement has been completed, DOE will
pay the cost for returning the vehicle. Authorization of more than one POV is addressed in
DOE302-9.302. DOE will authorize the emergency storage of a POV under the conditions stated
in FTR Subpart E of this Part. Procedures are included in the DOE Employee Permanent
Change of Station Guide.

DOE302-9.11. ADVANCE OF FUNDS FOR TRANSPORTATION AND EMERGENCY


STORAGE OF POV. See DOE302-2.20.

DOE302-9.12. ADVANTAGEOUS TO DRIVE POV TO THE OFFICIAL STATION. The


approving official, based on input from the relocation coordinator, determines whether it is more
advantageous to drive the POV for all or part of the distance or to have it transported. Lost
wages are not factored into the cost comparison; however, other factors such as the need for the
employee to immediately report for duty, can override cost factors when determining whether or
not it is advantageous. If it is determined that driving the POV is advantageous, reimbursement
will be limited to the allowances in FTR 302-4 for the travel and transportation expenses of the
employee and/or immediate family.

Subpart BTransportation

POV Transportation at Time of Assignment

DOE302-9.140. AUTHORIZATION OF TRANSPORTATION OF POV AT TIME OF


ASSIGNMENT. See DOE302-9.7.

POV Transportation Subsequent to the Time of Assignment

DOE302-9.170. AUTHORIZATION OF TRANSPORTATION OF POV SUBSEQUENT


TO THE TIME OF ASSIGNMENT. It is optional whether the approving official authorizes
transportation of a POV to the post of duty subsequent to the time of assignment; however, it can
only be authorized when the criteria specified in DOE302-9.7 are met and the employee meets
82 DOE M 552.1-1A
Part 302-9, Subchapter D, Subpart B 2-17-06

the conditions in FTR 302-9.170. There are no additional DOE specific conditions for this
section.

DOE302-9.172. AUTHORIZATION OF TRANSPORTATION OF A REPLACEMENT


POV. It is optional whether the approving official authorizes the transportation of a replacement
POV; however, it can only be authorized when the approving official determines that it is in the
interest of the Government and the employee and the conditions specified in FTR 302-9.172
are met.

Subpart CReturn Transportation of a Privately Owned Vehicle from a Post of Duty

DOE302-9.201. TRANSPORTATION OF A POV FROM POST OF DUTY. DOE will pay


to transport a POV from the current post of duty when the POV was transported to that post of
duty at Government expense and the conditions specified in FTR 302-9.201 are met. In
addition to these conditions

(a) the approving official determines whether or not the transportation of a POV is in the
interest of the Government based upon the factors included in FTR Subpart F of this Part
and

(b) when an employee is separated from Government service before completion of an agreed
period of service, examples of acceptable reasons beyond the employees control include,
but are not limited to, a reduction in force or the debilitating illness of the employee or an
immediate family member that the employee must care for on a full time basis.

Subpart DTransportation of a Privately Owned Vehicle within


the Continental United States

DOE302-9.302. TRANSPORTATION OF MORE THAN ONE POV WITHIN CONUS. It


is optional whether the approving official authorizes up to two POVs when it is determined that
it is advantageous and cost effective to DOE in accordance with FTR 302-9.301.

Subpart EEmergency Storage of a Privately Owned Vehicle

DOE302-9.400. AUTHORIZATION OF EMERGENCY STORAGE OF POV. It is


optional whether the approving official authorizes emergency storage of a POV when

(a) the POV was transported to the post of duty at Government expense and

(b) the head of the Departmental element or designee determines that the post of duty is
within a zone where the immediate family and/or HHG should be evacuated.

DOE302-9.401. STORAGE OF POV IN EMERGENCY. If the employee receives notice to


evacuate his/her immediate family and/or HHG from the post of duty and the approving official
has authorized emergency storage, the relocation coordinator determines where the POV may be
stored. This applies whether the POV is already at, or in the process of being transported to, the
post of duty.
DOE M 552.1-1A 83 (and 84)
2-17-06 Part 302-10, Subchapter D, Subpart B

CHAPTER 302RELOCATION ALLOWANCES

Subchapter DTransportation and Storage of Property

PART 302-10ALLOWANCES TRANSPORTATION OF MOBILE HOMES AND


BOATS USED AS A PRIMARY RESIDENCE

Subpart BComputation of Distance

DOE302.10.100. DISTANCE ALLOWED FOR POINTS OF ORIGIN AND


DESTINATION WITHIN CONUS AND ALASKA. DOE will allow for the distance shown
in standard highway mileage guides or the Get Directions link on the Web site
http://www.randmcnally.com or actual miles driven, as determined from odometer readings,
between the authorized origin and destination.

DOE302.10.101. REQUIREMENT FOR ACTUAL ODOMETER READINGS ON THE


TRAVEL CLAIM. It is not required to furnish actual odometer readings on the travel claim,
but the total miles traveled must be indicated. Any deviation from the distances indicated in
standard highway mileage guides or the Get Directions link on the Web site
http://www.randmcnally.com must be fully explained and acceptable to DOE.

Subpart CComputation of Allowances

DOE302-10.200. ALLOWABLE COSTS WHEN COMMERCIAL CARRIER


TRANSPORTS MOBILE HOME OVER LAND OR WATER. The DOE official table of
distances is the Get Directions link on the Web site http://www.randmcnally.com.

DOE302-10.206. DOE PAYING DIRECTLY FOR THE COSTS OF PREPARING AND


TRANSPORTING A MOBILE HOME. The employee has the option to use DOEs RSC. In
this case, DOE will pay the RSC directly for all allowable costs. DOE has determined that use of
the RSC is in the Governments interest.

Subpart DAdvance of Funds

DOE302-10.300. ADVANCE OF FUNDS FOR TRANSPORTATION OF MOBILE


HOME BY COMMERCIAL CARRIER. See DOE302-2.20.
DOE M 552.1-1A 85 (and 86)
2-17-06 Part 302-11, Subchapter E, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter EResidence Transaction Allowances

PART 302-11ALLOWANCES FOR EXPENSES INCURRED IN CONNECTION


WITH RESIDENCE TRANSACTIONS

Subpart AGeneral Rules

Time Limitations

DOE302-11.2. AUTHORIZATION OF EXPENSES FOR RESIDENCE


TRANSACTIONS. The approving official will authorize expenses for residence transactions
for an employee transferred in the interest of the Government when there is a signed service
agreement (see FTR 302-3.503), and all other criteria specified in this Part and FTR 302-11.2
are met.

DOE302-11.22. TIME LIMITATION EXTENSIONS. The approving official, based on


input from the relocation coordinator, may extend the initial time limitations (within the
timeframes specified in FTR 302-11.22) for sale, purchase, or lease termination for reasons
beyond the employees control and acceptable to DOE. Requests for extensions of time must be
submitted to the authorizing official with a chronology of events. The chronology should
include such information as the number of homes viewed, whether any contracts were tendered
and the reasons for not buying (e.g., price, location, facilities, schools), and current efforts to
complete the residence transactions. The employee will be notified whether or not the extension
was approved.

Subpart DRequest for Reimbursement

DOE302-11.301. REQUESTS FOR REIMBURSEMENT OF EXPENSES FOR


RESIDENCE TRANSACTIONS. To request reimbursement for the expenses incurred for
residence transactions, the employee must

(a) complete DOE F 1520.1, Employee Application for Reimbursement of Expenses Incurred
Upon Sale or Purchase (or both) of Residence Upon Change of Official Duty Station;

(b) complete an SF-1012 or a DOE system generated substitute; and

(c) submit these claim forms with documentation specified in FTR 302-11.302 to the
approving official for signature.

After receiving the signature of the approving official, for DOE Headquarters and the field, these
documents must be forwarded to the EFASC, Accounting Operations Division, Financial
Services Branch (ME-142.1), for review and payment. For documents forwarded to the EFASC
only, expenses for the sale of a residence must be submitted on a separate form from the
purchase of a residence. PMA employees should forward documents to their payment office.
DOE M 552.1-1A 87 (and 88)
2-17-06 Part 302-12, Subchapter E, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter EResidence Transaction Allowances

PART 302-12USE OF A RELOCATION SERVICES COMPANY

Subpart AEmployees Use of the DOE Relocation Services Company

DOE302-12.2. USE OF DOES RSC. The advantages of using the RSC include improving
employee mobility and morale by making the employee eligible for a home marketing incentive
(see DOE302-14) and providing a guaranteed offer from the RSC to purchase the home. It is
optional, based on budgetary constraints, whether the approving official authorizes the use of the
DOE RSC for real estate services for employees that meet the conditions in FTR 302-12.3 and
DOE302-12.3. The employee is not required to use the DOE RSC; however, when eligible and
authorized, the employee must request to use the RSC by completing DOE F 1500.6, Employee
Application Request for Relocation Service. Whether or not the RSC is authorized or used for
real estate transactions, the relocation coordinator may use DOEs RSC for the shipment and
storage of HHG.
DOE302-12.3. CONDITIONS FOR USING DOES RSC. In addition to the conditions stated
in FTR 302-12.3 and authorization by the approving official, DOE has the following
requirements for using the RSC home sale services.
(a) An employee is not eligible when the property is in an excluded category or condition
specified in the contract between DOE and the RSC. Examples include, but are not
limited to, houseboats, cooperatives, and homes that are uninsurable.
(b) DOE also requires that the employee market his/her home with a qualified broker for at
least 30 days, 21 of which must be after receipt of the RSCs guaranteed offer. A
qualified broker must understand third party relocation services and, when available and
practical, be a member of a multiple listing service (MLS). (Note: MLS brokers may not
be practical or available in small towns.) A clause must be included in the listing
agreement which preserves the employees right to sell his/her home to the DOE RSC
without incurring a real estate commission.
DOE302-12.4. RELOCATION SERVICES PAID BY DOE. Services provided by the DOE
RSC include, but are not limited to, the following:
(a) home marketing assistance,
(b) home sale assistance,
(c) management of HHG/shipment and storage,
(d) home finding assistance, and
(e) mortgage counseling.
DOE M 552.1-1A 89 (and 90)
2-17-06 Part 302-14, Subchapter E, Subpart A

CHAPTER 302RELOCATION ALLOWANCES


Subchapter EResidence Transaction Allowances

PART 302-14HOME MARKETING INCENTIVE PAYMENTS

Subpart APayment of Incentive to the Employee

DOE302-14.4. PAYMENT OF HOME MARKETING INCENTIVE. DOE will pay an


employee a home marketing incentive when the employee is authorized to use the RSC and
under the conditions included in FTR 302-14.5 and DOE302-14.5.

DOE302-14.5. CONDITIONS FOR RECEIVING A HOME MARKETING INCENTIVE


PAYMENT. In addition to the conditions stated in FTR 302-14.5, an incentive payment will
not be paid unless

(a) the RSC has a final closing/settlement with the employee supplied bona fide buyer and

(b) DOE receives an invoice from the RSC indicating the percentage fee charged for a home
purchase amended value transaction.

DOE302-14.6. AMOUNT OF HOME MARKETING INCENTIVE. The incentive payment


may not exceed the lesser of

(a) 3 percent of the selling price,

(b) the savings DOE realized from the reduced fee/expenses paid as a result of the employee
finding a bona fide buyer, or

(c) $9,000.
DOE M 552.1-1A 91 (and 92)
2-17-06 Part 302-15, Subchapter E, Subpart A

CHAPTER 302RELOCATION ALLOWANCES

Subchapter EResidence Transaction Allowances

PART 302-15ALLOWANCE FOR PROPERTY MANAGEMENT SERVICES

Subpart AGeneral Rules for the Employee

DOE302-15.5. AUTHORIZATION AND PAYMENT OF PROPERTY MANAGEMENT


SERVICES. It is optional whether property management services are authorized by the
approving official; however, the employee is eligible when

(a) the employee meets the requirements in FTR 302-15.3, 15.4, 15.6, and 15.7;

(b) the employee obtains two estimates including details of one-time and recurring costs
(e.g., monthly) and provides these estimates to the approving official (Note: If the
employee prefers a company other than the lowest price, he/she must include a
justification clearly demonstrating a higher quality of service); and

(c) the approving official determines that property management services are more cost
effective than the sale of the residence based on input from the relocation coordinator
using the above estimates and information provided by the employee on the PCS
Information Sheet.

After property management services have been authorized, the employee must make his/her own
arrangements and request reimbursement by

(a) completing an SF-1012 or a DOE system generated substitute and

(b) submitting the claim form with documentation (e.g., statements, invoices, bills) to the
approving official for signature.

DOE302-15.6. DOE CONDITIONS FOR AUTHORIZING PROPERTY MANAGEMENT


SERVICES. DOE conditions for authorizing property management services are included in
DOE302-15.5.

DOE302-15.11. ELECTING TO SELL RESIDENCE AT DOE EXPENSE AFTER


PROPERTY MANAGEMENT SERVICES HAVE BEEN AUTHORIZED AND/OR PAID.
An employee may change his/her selection from receiving property management services to
selling his/her residence at DOE expense by amending the original authorization. Previously
reimbursed property management expenses will be offset from the home sale expense
reimbursement.

Subpart BAgency Responsibilities

DOE302-15.70. DOE POLICIES FOR PROPERTY MANAGEMENT SERVICES. If and


when DOE adds property management services to the DOE RSC contract, its use will be optional
for an approved employee. However, when an employee chooses not to use the RSC,
reimbursement will be limited to the estimate given by the RSC.
DOE M 552.1-1A 93 (and 94)
2-17-06 Part 302-16, Subchapter F, Subpart B

CHAPTER 302RELOCATION ALLOWANCES

Subchapter FMiscellaneous Allowances

PART 302-16ALLOWANCE FOR MISCELLANEOUS EXPENSES

Subpart BEmployee Allowance for Miscellaneous Expenses

DOE302-16.100. REIMBURSEMENT FOR MISCELLANEOUS EXPENSES. The


employee must complete an SF-1012 or a DOE system generated substitute and submit it to
EFASC or the applicable PMA payment office.

DOE302-16.102. FIXED AMOUNT (LUMP SUM) REIMBURSEMENT FOR


MISCELLANEOUS EXPENSES. To be eligible for lump sum reimbursement, there must be
evidence that the employee discontinued a residence and established a new residence
(requirement of FTR 302-16.3). Evidence includes (1) authorization of the shipment of HHG
or (2) when the transfer is from one state to another. In the absence of this evidence, the
employee must include a statement on the SF-1012 or DOE system generated substitute that
expenses under the category of miscellaneous expenses as defined in FTR 302-16.1 have been
incurred.

DOE302-16.103. ACTUAL EXPENSE REIMBURSEMENT FOR MISCELLANEOUS


EXPENSES. When claiming an amount greater than prescribed in FTR 302-16.102, expenses
must be itemized on the SF-1012 or DOE system generated substitute and all receipts attached.
DOD M 552.1-1A Attachment 1
2-17-06 Page1 (and Page 2)

DEPARTMENTAL ELEMENTS TO WHICH DOE M 552.1-1A IS APPLICABLE

Office of the Secretary


Departmental Representative to the Defense Nuclear Facilities Safety Board
Energy Information Administration
National Nuclear Security Administration
Office of the Chief Financial Officer
Office of the Chief Information Officer
Office of Civilian Radioactive Waste Management
Office of Congressional and Intergovernmental Affairs
Office of Counterintelligence
Office of Economic Impact and Diversity
Office of Electricity Delivery and Energy Reliability
Office of Energy Efficiency and Renewable Energy
Office of Environment, Safety and Health
Office of Environmental Management
Office of Fossil Energy
Office of General Counsel
Office of Hearings and Appeals
Office of Human Capital Management
Office of the Inspector General
Office of Intelligence
Office of Legacy Management
Office of Management
Office of Nuclear Energy, Science and Technology
Office of Policy and International Affairs
Office of Public Affairs
Office of Science
Office of Security and Safety Performance Assurance
Secretary of Energy Advisory Board
Bonneville Power Administration
Southeastern Power Administration
Southwestern Power Administration
Western Area Power Administration
DOE O 440.2C Chg 1
6-22-11

ADMINISTRATIVE CHANGE TO
DOE O 440.2C, Aviation Management and Safety

LOCATION OF CHANGES:
Page Paragraph Changed To
2 3 DONE/NNSA DOE/NNSA
3 3 a. Administer Administrator
3 3 b. Administer Administrator
6 7 e., 10 Scientists who do hold Scientists who hold
7 10 ASO and/or AvM as a risks not ASO and/or AvM as risks
not
9 3. b. do not contain the Laws, do not contain the laws,
regulations regulations
11 4. j. paragraph 8 of this Order paragraph 9 of this Order
U.S. Department of Energy ORDER
Washington, D.C.
DOE O 440.2C

Approved: 6-15-2011
Chg 1 (AdminChg): 6-22-2011
Certified: 7-16-2015
SUBJECT: AVIATION MANAGEMENT AND SAFETY

PURPOSE. To establish a policy framework that will ensure safety, efficiency and effectiveness
of government or contractor aviation operations.

CANCELLATIONS. DOE O 440.2B, Chg. 1, Aviation Management and Safety, dated


11-27-02. Cancellation of a directive does not, by itself, modify or otherwise affect any
contractual or regulatory obligation to comply with the directive. Contractor Requirements
Documents (CRDs) incorporated into contracts remain in effect throughout the term of the
contract unless and until the contract or regulatory commitment is modified to either eliminate
requirements no longer applicable or substitute a new set of requirements.

APPLICABILITY

1. Departmental Applicability. This Order applies to (1) any DOE element that manages,
operates, and/or maintains Federal aircraft, or oversees related services, and to (2) DOE
elements that obtain commercial aviation services (CAS) including:

a. Bonneville Power Administration except where Public Law No. 75-329, H.R.
7642, the Bonneville Project Act, or other Federal agencies provide exemptions or
equivalent requirements.

b. National Nuclear Security Administration except where contravened by public


law (PL) 106-65, Title XXXII.

2. Exemptions/Equivalencies. Requests for equivalencies or exemptions to this Order must


be sent in memorandum form from the affected Program Office to the Director, Office of
Aviation Management (OAM). The memorandum must reference the offices, or
localities, and requirements for which the equivalency/exemption is sought. The
Director, OAM, must approve the requests in writing for those DOE Offices. Equivalency
or exemption requests which involve NNSA organizations shall be made available to the
Director, OAM, for review and comment. The Director, OAM, may make
recommendations to the Administrator, NNSA, via the submitting organization.
Decisions, on the part of NNSA aviation elements, to proceed contrary to the
recommendations of the OAM, shall be made in writing to the Director, OAM by the
submitting organization

3. DOE Contractors. The Contractor Requirements Document (CRD), Attachment 1, sets


forth requirements that apply to contracts that include the CRD. The CRD must be
included in all contracts for the management and operation (M&O) of DOE-owned or
leased facilities and in site/facility management contracts (i.e., those contracts that -
include the clause at 48 CFR (DEAR) 970.5204-2, Laws, regulations and DOE
AVAILABLE ONLINE AT: INITIATED BY:
www.directives.doe.gov Office of Management
2 DOE O 440.2C
6-15-2011

directives) that require contractor management, operation, and/or maintenance of Federal


aircraft or require Commercial Aviation Services (CAS) to support programmatic needs.
This includes aviation activities that may take place outside the physical boundaries of a
DOE facility. For all other contracts that require contractor management, operation,
and/or maintenance of Federal aircraft or require CAS to support programmatic needs,
the statement of work must include the applicable requirements set forth in the CRD.

REQUIREMENTS

1. DOE Government Aircraft. DOE/NNSA Public-Aircraft missions are not subject to


Federal Aviation Administration (FAA) oversight nor required to comply with FAA
regulations, except for certain general operating rules (including those applicable to all
aircraft in the National Airspace System (P.L. 85-726, Federal Aviation Act of 1958,
Title 49 U.S.C., Subtitle VII). Therefore, DOE must self-regulate public missions, as
defined in Public Law 106-181April 5, 2000, Section 40125 (a) and (b). However, the
FAA retains oversight of the airworthiness of any aircraft for which it has issued a
Certificate of Airworthiness (C of A), which includes DOE/NNSA aircraft. Therefore,
whether performing public or civil missions, DOE/NNSA aircraft shall comply with
applicable FAA airworthiness rules. The FAA oversees all civil aircraft operations;
specifically, all flight operations not defined as public operations. When an organization
determines these regulations or policies would adversely impact its public mission, it
must document and develop controls to mitigate risk to an acceptable level as defined by
its organization. When an organization determines that the above regulations would
adversely impact its civil mission, it must seek relief from the appropriate authority,
document and develop controls to mitigate risk to an acceptable level as required by the
responsible authorities.

2. Hiring CAS. DOE/NNSA elements that contract or utilize CAS operations must select an
operator from the Accepted Operator List located on the OAM web site. OAM will
accept operators approved by appropriately trained DOE/NNSA personnel, DoD, and
consider, on a case-by-case basis, the addition of CAS operators already approved by other
Executive Agencies.

3. Flight Program Standards/Aviation Implementation Documents (AID). Federal


Management Regulations Title 41 CFR Section 102-33.140 thru Title 41 CFR Section
102-33.195 requires agencies to write, publish (as appropriate), implement, and comply
with detailed, agency-specific standards that meet or exceed applicable civil or military
rules. Each DOE/NNSA program or field element with management responsibilit y for
assigned Federal aircraft, and/or uses CAS, must develop and publish an AID detailing
the standards and/or procedures implemented to manage, operate, conduct airworthiness
and maintenance programs, training and minimum experience standards for aircrew
members, reporting requirements and safety systems of its planned or on-going aviation
operations. As a minimum, the AID will address all applicable requirements of this
Order and other related requirements established by DOE/NNSA policy, Department of
Transportation (DOT), National Transportation Safety Board (NTSB), Federal Aviation
DOE O 440.2C 3
6-15-2011

Regulations, and Federal Management Regulations, applicable to the scope and size of
aircraft operations.

a. Each DOE program must submit its AID to the Director, OAM. The OAM
Director will approve the AID submitted by DOE elements that use Government
aircraft not part of NNSA. For other than NNSA organizations, AIDs will be
effective when approved by the Director, OAM. For AIDs submitted by NNSA
elements, the Director, OAM, will be provided with an opportunity to review,
comment and make recommendations to the Administrator, NNSA, via the
submitting office. For NNSA elements, the NNSA Administrator retains final
authority.

b. Each DOE/NNSA program must review and update its AID annually to determine
if significant changes in management, operations, or maintenance standards
require revision and subsequent approval. NNSA annual AID reviews will be
conducted by each Aviation Program Office. If significant changes are required,
the Director, OAM, will be provided with an opportunity to review, comment, and
make recommendations to the Administrator, NNSA, via the submitting office.
For NNSA elements, the NNSA Administrator retains final authority.

4. Management/Administration of DOE/NNSA Aviation Programs. Any field element that


manages and oversees DOE/NNSA Federal aircraft must develop a management
structure, appropriate in size and scope, which is responsible for the administration,
operation, safety, training, maintenance, security and financial needs of DOE/NNSA
owned aircraft operations. The management structure must meet the standards of 41 CFR
102-33 and the applicable parts of Title 14 CFR.

Minimum requirements are:

a. Federal Aviation Managers (AvMs) and/or Aviation Safety Officers (ASOs) that
meet the qualifications established in the Departmental Aviation Manager and
ASO Functional Qualification Standards (DOE-STD-1164 and DOE-STD-1165)
within 18 months of assignment;

b. Clearly defined roles, responsibilities, and authorities of assigned managers,


pilots, maintenance personnel, flight crewmembers, flight safety personnel, and
dispatchers, as applicable;

c. Procedures to track and record flight crewmember duty time, flight time, and
training; and

d. Procedures to track and record applicable personnel duty time and training; and
cost accounting systems that record the costs of operations, utilization, and
maintenance [see General Services Administration (GSA) Cost Accounting
Guide; OMB Circulars A-11, Exhibit 300; A-76; Federal Management Regulation
or successor regulation promulgated by GSA.
4 DOE O 440.2C
6-15-2011

5. Operation Standards for DOE/NNSA Aviation Programs. DOE/NNSA Government


aircraft, including CAS and unmanned aircraft systems (UAS), in service to DOE/NNSA
must be operated and maintained in accordance with the applicable parts of Title 14 CFR
appropriate for the mission, size and scope of the operation, type of aircraft in service,
and will comply with Title 41 CFR Part 102-33 and applicable laws.

At a minimum, field elements must establish:

a. Basic qualifications and currency requirements for pilots, crewmembers,


maintenance personnel, and other mission-related personnel, meeting FAA
regulations and documented in that elements approved AID.

b. A risk-based fatigue-management system, which includes education on fatigue


awareness, and mitigation, for all aviation personnel.

c. Methods or processes for proving compliance with manufacturer safety-of-flight


notices and operational bulletins.

d. Validated procedures, that include at the core of the procedures, the Federal AvM
and ASO, timely notification of applicable management personnel, and immediate
initiation of search and rescue operations in case of a lost or downed aircraft.

e. A process to provide passenger safety briefings for civil flight operations


equivalent to those required by FAA regulations and a process to inform
personnel of their rights established in the National Transportation Safety Board
(NTSB) document, "Federal Plan for Aviation Accidents Involving Aircraft
Operated by or Chartered by Federal Agencies," Appendix F (NTSB/SPC-99-04).

f. Appropriate and validated emergency procedures and emergency equipment


training, including evacuation procedures.

g. A program that ensures proper inspection of aviation life support equipment, if


required for a specific mission.

h. Written policies and procedures for the type of aircraft operations conducted.

i. An overall management tracking system appropriate to the size, scope of the


operations and type of aircraft operated.

j. Policies to operate and maintain Federal aircraft in accordance with the applicable
parts of Title 14 CFR Chapter I, 49 CFR Chapter XII, 49 CFR Subchapter C or
DOE/NNSA and/or DOT Special Permit(s) and exemptions, and/or equivalent
international standards appropriate for the size and scope of the operations and
type of aircraft in service.

6. Incidental and Supplemental Pilots. If a field element intends to use incidental or


supplemental pilots, the pilots must meet all standards and training requirements for full
DOE O 440.2C 5
6-15-2011

time pilots. The AID or equivalent will outline who is authorized to fly, such as the
Director of Operations, Aviation Manager, ASO or an incidental/supplemental pilot.
Additionally, a supplemental pilot may provide a cost-effective alternative to meet
specific unfulfilled flight crewmember requirements. The field elements AID, and the
contractors aviation procedures or operations manual, if applicable, must clearly define
the qualifications and processes for using either incidental or supplemental pilots.
Supplemental and incidental pilots must meet the following minimum criteria:

a. Hold appropriate medical, and pilot ratings for the operation conducted and if a
type rating is required for the aircraft both the PIC and SIC must be type rated.

b. Have a minimum of 1500 hours total time, and meet all other minimum eligibility
requirements for the type of aircraft flown and pilot functions as defined in the
Office of Personnel Management (OPM) Aircraft Operations Series 2181.

7. Maintenance Standards for DOE/NNSA Aviation Programs. The field element must
establish aircraft maintenance and inspection programs that comply with the requirements
listed in Title 41 CFR 102-33 and Title 14 CFR appropriate for the operation and type of
aircraft in service.

At a minimum, field elements must establish, as applicable to size and scope of


operations and type of aircraft operated:

a. Aircraft maintenance and inspection programs to ensure the safety of flights in


accordance with either the applicable manufacturers programs, FAA-approved
inspection programs, or continuous maintenance programs (see Title 14 CFR
applicable regulations);

b. Tool-control programs to mitigate potential foreign object damage;

c. Incoming parts and receiving programs to mitigate risk associated with


unapproved parts entering into the supply system;

d. Quality processes for the purchase and acquisition of replacement parts and
ensuring parts purchased or acquired have the necessary documentation to
determine airworthiness;

e. Procedures or processes to ensure the integrity and quality control of maintenance


actions by ensuring that maintenance performed by one qualified individual on
critical areas of an aircraft are checked and documented by another qualified
individual who did not perform the work. As applicable critical areas must
include as a minimum the following;

1. Removal, rigging, or installation of a component or part of a flight control;

2. Removal or installation of any component or part of a main drive or tail


rotor drive system;
6 DOE O 440.2C
6-15-2011

3. Removal or installation of a component or part of a main or tail rotor hub


assembly;

4. Removal, disassembly, reassembly or installation of a power turbine,


compressor, gearbox, combustion section or a removal and installation of
a complete power-plant assembly;

5. Removal or installation of a fuel control or governor of a power-plant;

6. Removal or installation of a propeller governor or reduction gearbox;

7. Removal or installation of a component or part of a fuel system;

8. Removal or installation of a propeller assembly or blade;

9. Removal, rigging, or installation of any component or part associated with


the landing gear of a fixed-wing aircraft;

10. Removal or installation of internal or external mission equipment by


technicians or scientists who hold an Airframe and power-plant certificate
(see 14 CFR, Part 65); and

11. Procedures for the maintenance of any of the identified critical systems
when an aircraft is away from home base.

f. The field element must comply with FAA airworthiness directives, and
mandatory manufacturers bulletins applicable to the types of aircraft, engine(s),
propeller(s), and appliances in their aircraft operations.

g. The field element must implement a maintenance management tracking system


appropriate to the size and scope of operations and type of aircraft operated.

h. The field element must report to the FAA, within 72 hours, after discovering any
serious defect in, or other recurring non-airworthy condition of, an aircraft,
power-plant, or propeller, or any component of any of them. The field element
must file the report using the Web-based, Internet-accessible FAA Service
Difficulty Reporting System or the FAA accepted Helicopter Association
Internationals Maintenance Malfunction Information Report System for
helicopters. The report must describe the defect or malfunction completely
without withholding any relevant information. If the defect or malfunction could
result in an imminent hazard to flight, the field element must use the most
expeditious method it can to inform the FAA and the DOE/NNSA AvM or ASO.

8. Training Standards for DOE/NNSA Aviation Programs. Flight crewmembers and


maintenance personnel will comply with the training requirements as stated in Title 41
CFR 102-33, applicable parts of Title 14 CFR, and manufacturers recommendations.
At a minimum, field elements must establish standards and procedures in their AID or
FAA approved manuals for:
DOE O 440.2C 7
6-15-2011

a. Initial and recurrent training appropriate for their responsibilities and relevant to
the type aircraft, operations, and missions conducted by the field element in
accordance with Tile 14 CFR where applicable;

b. Mandatory Crew Resource Management (CRM) training is for all flight crew
personnel, and such training will be recorded and evaluated by the organization
on an annual basis;

c. Processes to correct identified deficiencies;

d. Processes to document compliance with field elements AID in order to satisfy


DOE/NNSA departmental oversight;

e. Demonstration of proficiency for applicable tasks relevant to the types of aircraft


and operations/missions conducted not covered by Title 14 CFR;

f. A record keeping process in accordance with Title 14 CFR; and

g. Flight followers and cabin safety personnel, if required, must complete


initial/recurrent training appropriate to the type of aircraft and operations/missions
conducted by the field element.

9. Aviation Safety Management Systems for DOE/NNSA Aviation Programs. Field


element managers responsible for the management, oversight, operation, safety and/or
maintenance of federally-owned aircraft and related services, or who hire CAS aircraft
must establish comprehensive, integrated aviation safety management systems based on
the five Core Functions of DOE P 450.4, Safety Management System Policy, (10-15-96).
If the organization has an approved FAA Safety Management System (SMS), IS-BAO
Safety Program or ISO-9001Aviation Safety Program, gap analysis will be accomplished
to ensure all aspects of the DOE Integrated Safety Management System have been
addressed.

10. Aviation Safety Documentation. Field elements ASO along with the AvM must review
approved flight operations, and assign appropriate risk levels for each mission. This
review shall take place prior to initiation of new operations, and on an annual basis. For
those missions identified by the field elements ASO and/or AvM as risks not normally
accepted by the public, the AvM will convene a flight readiness review board (FRRB)
and conduct an Aviation Safety Review (ASR) using the safety management program
elements in DOE P 450.4A, Safety Management System Policy, dated 4-25-2011 (Risks
not normally accepted by the public are defined as aircraft operations not regulated or not
in compliance with the applicable parts of 14 CFR Chapter I, FAA Federal Aviation
Regulations or 49 CFR Subchapter C, Hazardous Material Regulations).
Countermeasures to mitigate risks will be identified, applied, and reviewed for
effectiveness on a regular basis but not less than annually. The documents produced in
the ASR make up the Aviation Safety Documentation (ASD) required for these missions.
The field element Federal AvM or ASO may elect to conduct an ASR and record an ASD
8 DOE O 440.2C
6-15-2011

for any aircraft operation they deem necessary as part of the field elements Safety
Management System (SMS). The Aviation Manager must brief the field elements
appropriate administrator, who has the overall responsibility of the organizations
aviation program, regarding the contents of the ASD. That official must accept or reject
the risks associated with the mission. The Aviation Manager or ASO should review all
ASDs on a periodic basis, not less than annually, to determine their relevancy to current
operational conditions. Additional ASD information is available on the OAM website at
http://management.energy.gov/aviation.htm

11. Reporting Requirements. Each field element operating, using, or sponsoring the use of
Government (Federal or CAS) aircraft must comply with the reporting requirements of:
Title 41 CFR Section 102-33.190, and Title 41 CFR Section 102-33.380 thru Title 41
CFR Section 102-33.440 or its successor; GSA Federal Travel Regulations Title 41 CFR
Chapter 300 and Title 41 CFR Chapter 301 or its successor; Senior Federal Officials and
non-Federal travelers who travel on Government aircraft as stated in GSA Federal Travel
Regulations Title 41 CFR Section 301-70.905 thru Title 41 CFR Section 301-70.908 or
its successor; and establish the continuing need for government-owned aircraft as stated
in OMB Circular A-11, Part 7, for Capital Asset Plan Reports. Additional information on
Capital Asset Plan is available on OAM website at
http://management.energy.gov/aviation.htm

12. Special Procedures That Apply to Official Travel. All travel by Senior Federal travelers
or non-Federal travelers, as defined in Title 41 CFR Part 300-3 FTR, aboard Government
aircraft must be approved by the appropriate travel approving official (OMB Circular
126-A, 11, a.) and by the DOE General Counsel (GC) or his/her principal deputy or
primary designee. DOE employees planning foreign travel must comply with the
processes and requirements found in DOE O 551.1C, Official Foreign Travel, dated 06-
24-2008.

RESPONSIBILITIES

1. Director, Office of Aviation Management. Designated as the Senior Aviation


Management Official (SAMO) for the Department of Energy in accordance with the
requirements of Title 41 CFR Part 102-33.

For DOE elements the Director of OAM:

a. Represents the DOE Secretary in a broad spectrum of aviation activities including


management and policy functions involving the acquisition, use, and disposal of
aircraft and aviation services by the department and its contractors.

b. Implements a program that provides aviation support to the Department of Energy


with the highest standards of safety, efficiency, and effectiveness. Additionally,
the Director will provide expertise, recommendations, and support to field office
Senior Managers in the approval process for fleet aircraft acquisitions and
disposals, and the planning of timely replacement of aging aircraft. Additionally,
DOE O 440.2C 9
6-15-2011

the Director will provide assistance with aviation budget preparation, program
charter and contract aircraft activities, the conduct of appropriate studies and
reviews, and the assurance of timely and accurate reporting.

c. Approves any deviations from, or waivers to, the requirements of this Order for
DOE Field elements.

For NNSA elements:

a. The NNSA Aviation Program Manager will conduct the above actions for their
particular Aviation Operations. However, the Director of OAM will be provided
the opportunity to review and comment on issues that affect DOE/NNSA via the
submitting NNSA organization. Decisions, on the part of NNSA aviation
elements, to proceed contrary to the recommendations of OAM, shall be made in
writing to the Director, OAM.

b. The Director, OAM, is the approving authority for any deviations from, or
waivers to, the requirements of this Order for non-NNSA elements of DOE. For
all NNSA elements, final authority rests with the Administrator, NNSA.
However, the Director, OAM, will be provided the opportunity to review and
make recommendation via the submitting NNSA organization. Decisions, on the
part of NNSA aviation elements, to proceed contrary to the recommendations of
OAM, shall be made in writing to the Director, OAM.

2. DOE/NNSA Aviation Board of Directors. Comprised of representatives from each field


element, specifically aviation managers and safety officers who recommend broad policy
and procedures for the operations and safety of Federal aircraft and aviation services to
the Chair of the Aviation Board. The Board of Directors major function is to review,
deliberate, and process policy change recommendations before they are submitted for
implementation.

3. Heads of DOE/NNSA Elements that oversee, manage, operate, or maintain DOE/NNSA-


owned aircraft or acquire CAS aircraft within their programs must:

a. Develop and implement effective aviation operations, airworthiness, security and


safety programs that meet the requirements of this Order;

b. Identify the contracts to which the CRD applies and notifies the contracting
officers to incorporate the CRD into the affected contracts via the laws,
regulations, and DOE/NNSA directives clauses included in those contracts. In the
case of contracts requiring contractor performance of activities set forth in the
CRD, but which do not contain the laws, regulations, and DOE/NNSA directives
clause, notify the contracting officers of these requirements; and
10 DOE O 440.2C
6-15-2011

c. Appoint a Federal Aviation Manager or Federal ASO or both, depending upon the
size and scope of operations, number of aviation operations conducted or aircraft
assigned and appoints a person to the DOE/NNSA Aviation Board of Directors.

4. Aviation Manager (AvM).

a. Establishes goals for the field aviation program based on the anticipated
requirements as applicable to DOE/NNSA, the field element, and other
DOE/NNSA organizations that may require aviation services.

b. Implements DOE/NNSA aviation management and safety policy and establishes


the field elements standards for the aviation program that will ensure an
effective, safe, secure and cost-efficient operation in accordance with this Order.

c. Develops the organizations Aviation Implementation Documents (AID) and


annually reviews the AID to ensure that it is current.

d. Provides direction to DOE/NNSA contractors performing aviation-related


services, via the appropriate designated representative in accordance with the
contract statement of work and/or the CRD included in the contract. This
includes the types of missions that are required and the regulations, policies, and
standards that contractors are to follow. Provides revised AID to contracting
officer or designated representative as necessary to ensure revisions to contractor
written aviation programs as required by the statement of work and/or CRD.

e. Reviews, evaluates, and monitors cost, performance, and technical competency of


aviation contractors as authorized by the contracting officer or his designated
representative.

f. May be appointed, or has collateral duties, as an ASO for the field element
aviation program or provides direction to the ASO based on the needs of the
program.

g. Provides required reports and information as applicable to the DOE/NNSA


regarding field element aviation activities, including reports required by OMB
Circulars A-11 Section 300, Preparation, Submission and Execution of the
Budget; A-76, Performance of Commercial Activities (if necessary); OMB
Circular A-126, Improving the Management and Use of Government Aircraft; and
reports required by paragraph 11 in the Requirements section of this Order.

h. Complies with all applicable Laws, Regulations and Policy requirements


concerning aviation activities.

i. Serves as a voting member of DOE/NNSA Aviation Board of Directors.


DOE O 440.2C 11
6-15-2011

j. Develops and implements an integrated safety management system as provided by


DOE P 450.4A, Safety Management System Policy, dated 4-25-2011, and as
required by paragraph 9 of this Order, appropriate to the scope of operations.

k. As needed, will appoint and coordinate, or assign a designee who will appoint and
coordinate, a Flight Readiness Review Board of subject matter experts and ensure
that all Board deliverables come through the field elements ASO. As a minimum
the Board will consist of a Board Chair and two members.

l. Has authority to perform assessments of CAS providers and/or aviation support


services to ensure the safety of aircraft operations. Assessment reports of CAS
operators will be forwarded to OAM for inclusion to, or removal from, the
Accepted Operator List.

5. Aviation Safety Officer (ASO).

a. Gathers, trends, and analyzes aviation safety performance data to ensure the
safety of the field aviation program.

b. Conducts periodic assessments of aviation activities to ensure that requirements,


policies, and procedures are implemented and followed and prepares reports
documenting assessment findings, concerns, and recommendations and tracks
corrective actions to help prevent similar occurrences.

c. Participates as directed in aviation accident or incident investigations and


provides assistance to accident investigation boards during their investigations.

d. Identifies and reports safety concerns to the AvM when he/she believes that the
field element managers intervention is required and works to eliminate potential
hazards.

e. Develops ASR and/or ASD as required by paragraph 10 of this Order, or in the


case of a contractor operated aviation element, reviews and concurs on ASRs and
ASDs. ASDs will address potential hazards associated with the activity and
methods to mitigate these hazards.

f. Ensures that aviation personnel report mishaps, hazards, and concerns to the
Occurrence Reporting and Processing System (ORPS) or the Aircraft Accident
Incident Reporting System (AAIRS).

g. Participates in the Aviation Safety Awards Programs to ensure that organizations


and personnel are recognized for their contributions toward providing the
Department with a safe aviation program.
12 DOE O 440.2C
6-15-2011

6. Flight Readiness Review Board (FRRB). The purpose of a Board is to evaluate the
safety, design, operational planning, and functional adequacy of the aircraft operations
that are not already regulated by other Federal regulations, or those that may deviate from
this Order or other DOE/NNSA standards. Prior to the initiation of flight operations,
conduct an independent review of the total project to assure that adequate planning and
preparation have been accomplished to achieve the desired results under acceptable
safety conditions.

DEFINITIONS. Definitions that pertain to Federal Management Regulation, Part 102-33


Management of Government Aircraft are available in Title 41 CFR Section 102-33.20.
Definitions that pertain to Federal Travel Regulations, Use of Government Aircraft are available
in Title 41 CFR Section 300-3.1. Definitions in both regulations are available on the OAM
website at http://management.energy.gov/aviation.htm.

CONTACT. Questions concerning this Order should be addressed to the Director, Office of
Aviation Management at 202-586-5532.

BY ORDER OF THE SECRETARY OF ENERGY:

DANIEL B. PONEMAN
Deputy Secretary
DOE O 440.2C Attachment 1
6-15-2011 Page 1 (and Page 2)

CONTRACTOR REQUIREMENTS DOCUMENT


DOE O 440.2C, AVIATION MANAGEMENT AND SAFETY

1. This Contractor Requirements Document (CRD) must be incorporated into any


Department of Energy (DOE) contract for management, operation, or maintenance of
DOE Government aircraft. Regardless of the performer of the work, the contractor is
responsible for complying with the requirements of this CRD. The contractor is
responsible for flowing down the requirements of this CRD to subcontractors at any tier
to the extent necessary to ensure the contractors compliance with the requirements.

2. Contractors that hire, manage, oversee or use Commercial Aviation Services (CAS) in
support of programmatic needs must develop and follow a written program that includes
and implements the requirements set forth in the associated field elements Aviation
Implementation Documents (AID), and has been reviewed and accepted by the local
Federal Aviation Manager or Aviation Safety Officer (ASO). Contractors must ensure
that any changes to the field elements AID that impacts the contractors written program
are reflected in a revised program. When necessary, contractors shall submit a revised
written aviation program to the DOE field elements AM or ASO for acceptance within
60 days of receipt of a revised DOE AID.

In addition to the above, the contractors program must establish contracts or other
acceptable procurement documents that require the CAS provider or subcontractors that
provide CAS to comply with the civil standards of Federal Aviation Administration
(FAA)Title 14 CFR, Chapter I, Department of Transportation (DOT) 49 CFR Chapter I,
Subchapter C, and Department of Homeland Security 49 CFR Chapter XII, conducted
while in service to DOE/NNSA or its contractor, and any other laws and regulations that
pertain to the type of operation conducted.